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Virtual Event Coordinator

Posted 8 March by Grace Personnel Ltd Ended

Are you a highly organised, client focused, project co-ordinator with experience in supporting virtual events? Are you looking to join an exciting, market leading professional services company?

We are looking for a highly talented individual to join our Production Team as a Virtual Event Co-ordinator. The Co-ordinator plays a crucial role in administering and delivering webinar and virtual classroom events which meet our client’s high expectations.

Providing the highest quality service to clients and project management, the Virtual Event Co-ordinator is responsible for coordinating and supporting virtual meetings and training events whilst further developing virtual meeting expertise. This role ensures that the virtual events for client programmes are delivered in accordance with client contracts and expectations. In addition, a core part of the role is to provide administrative and operational support to internal stakeholders as required.
The role will also work across product production teams supporting projects that include design and production of digital and printed materials, translation projects, execution of diagnostic surveys, and the building of digital learning journeys in the system.

You will be:
• Taking briefs from project stakeholders and ensuring that the virtual meeting functionality is correctly set up to support virtual events as specified
• Acting as the main point of contact for queries relating to platform features and functionality
• Hosting internal and client facing webinars and virtual classrooms offering technical support before and during the events
• Managing the event booking process and webinar schedule
• Delivering internal training and providing ongoing support on the features within the virtual meeting platform (currently CiscoWebex)
• Creating facilitator guides on webinar and virtual classroom delivery
• Producing reports and analysis of webinar metrics
• Editing webinar and virtual classroom recordings
• Maintaining team project planners and other management data reports as required
• Ensuring production processes are observed and maintained
• Using 3rd party systems to create an element of the client programme e.g. diagnostic survey or learning journey
• Third party supplier liaison - including booking supplier resource for projects
• Ensuring all outputs are of the highest quality, to brief and meet client and stakeholder expectations
• Keeping up-to-date with best practice for virtual events and new platforms
• Implementing best practice policies and procedures
• Identifying product and process improvement opportunities and implements remedial actions
• Making suggestions to improve the client experience and trial new ideas
• Provide best practice advice and guidance to internal teams
• Working with members of the Product Production Teams to support improving processes to make them more effective and efficient
• Supporting the proposal writing (process information, timings and pricing)


You will have:
• Working knowledge of webinar platform and tools required - CiscoWebex preferred
• Basic IT skills that include how to troubleshoot internet connections and basic operating issues
• Excellent communication skills both written and verbal
• Project and time management skills with the ability to prioritise effectively, meet tight deadlines and maintain quality
• Attention to detail with strong proofing skills
• Evidence of building strong stakeholder relationships, both internally and externally
• Demonstrable experience of managing projects effectively, to include managing suppliers and project finances
• High level of curiosity and ability to learn technology quickly through self-training
• Desire to learn new skills such as administration of 3rd party systems such as diagnostic survey tools or Learning Management Systems
• Proven IT skills including MS Office (PowerPoint, Word and Excel)
• Team player
• Flexibility to adapt to a changing environment
• Some knowledge across print, digital & video production is desirable
• Ability to work well under pressure
• Ability to accommodate webinars in multiple time zones which will likely be outside of normal working hours

Required skills

  • Business Support
  • Event Management
  • Webinars
  • Project Administration
  • Virtual Classroom

Reference: 34638760

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