Summary: 

The Events and Learning Coordinator, EMEA is responsible for the planning and delivery of EO events throughout the Europe, Middle East, Pakistan and Africa areas, including the coordination of event budgets, registrations, and contract compliance. Responsibilities also include supporting chapter learning, Regional Council Support, and GLC management/support as needed.

Essential Duties and Responsibilities:

Presidents Meetings and Regional Council Meetings Management to include:

• Serve as staff lead for planning and execution of Presidents Meetings and Regional Council Meetings
• Engage in planning meetings with RD, Facilitator, and EMEA Director
• Coordinate all meeting set-up, F&B, A/V and room block details with contracted hotels for EMEA meetings, off-site social events related to event , and all transportation for any off-property function during the event
• Manage individual event budgets and provide direction and guidance to staff and members involved in the execution of the meeting, as well as summarized reporting to the Business Development Director
• Manage all tasks related to event registrations, including timely reporting or registrations to event stakeholders
• Collect and coordinate all itineraries and expense reimbursements for Regional Council travel to Regional Council Meetings and Presidents Meetings
• Function on-site as Registration Lead, F&B Lead, A/V Lead, Transportation Lead, and Off-Sites Lead as needed
• Coordinate Regional Event calendar in EMEA to ensure events do not overlap or conflict so that we can offer appropriate staffing

Chapter Learning Support to include:

• Act as the liaison with all Learning Chairs - communicate with learning chairs and assist them with planning and executing monthly events, lead learning chair conference calls, connect chapters in each region for joint learning events, assist with the coordination of multi chapter events etc.
• Lead effort to share best practices across chapters through management of shared Learning Chair Resources, production of monthly newsletter, coordination of speaker recommendations from Learning Department, and ensure announcements from Global reach the chapter level

Multi-Chapter and Regional Event Management to include:

• Assist the Regional Council Assist with selection process
• Coordinate with Chapter Learning Director, Strategic Alliances, GSEA, Accelerator, and
  Events Team (and any other staff involved in the event) to ensure consistency in timing, support and communication
• Liaise/give consultation to the Event Committee including resource sharing, hotel contract review, speaker recommendations, marketing and communications, agenda development, run of show development, and off-sites and transportation
• Assist in the organization and logistics of Regional Council Meetings
• Determine staffing needs and organize Travel Team including E-Team and Board Registration and Travel Management (work with Board Liaison)
• Onsite co-management of speakers, registration, socials/evening activities
• Assisting with post-event wrap up (evaluations, debrief, etc.)

Cross Regional Event Support:

• Assist VP of Events and Learning and VP of Finance with Multi-chapter Event Budget Management FY14-15
• Event Voucher Management - track EMEA members who redeem vouchers for EMEA Regional Events, check eligibility and cross check with master voucher list, work with Finance team to ensure members are paid the $500 rebate post event, maintain list of all members who have redeemed vouchers
• EMEA Regional Event resource management and development to include assisting with the development and maintenance of the EMEA Multi-chapter Event Guide, maintain historical records for EMEA Regional Events, develop templates, timelines, and one-pagers to better assist and guide committees
• Multi-chapter Event Committee Training Development and Delivery - develop training for committees with input from Learning and Events Team and coordinate and conduct on-site or virtual trainings for Committees

Regional Council Support to include:

• Support Regional Council in achieving MAPS objectives as it relates to regional events and learning
• Support Regional Council in establishing regional event strategy to include funding model, selection process, driving attendance, new member participation and integration, data analysis, etc.
• Provide regional council with regional event updates to include registration numbers, hotel contract and budget management, and overall status of event

Other Event Support to include:

Provide event guidance, hotel contract management support, and logistical support to other EMEA based events including Moderator Summits, Regional Leadership Conference, and Elevate to include:

• Event Guidance (timing, communication, coordination)
• Hotel contract management (RFP and negotiations)
• Logistical support (F&B, Meeting Room, AV, name badges, printed material)

GLC Learning Track Management (as determined by the GLC team)

• Serve as on-site staff lead or assist for the Learning Track at GLC
• Ensure Facilitator, Learning Chairs and Learning Directors are registered for GLC
• Build content with Facilitator, develop track PowerPoint and training agenda
• Provide on-site support including room set-up, collect evaluations, time keeping, flip charting, microphone running, etc.
• Follow up with members with notes, resources, and calendar invited for monthly calls

Other Duties as Assigned:

Provide general assistance to the Business Development Director related to the health and growth of EMEA chapters as needed

Qualification Requirements: 

To perform this job successfully, an individual must be able to perform each Essential Duty and Responsibility (the “Essential Duties”) satisfactorily.  The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties.

Education and/or Experience: 

Required:
Bachelor's degree from four-year College or University
Minimum of 2-5 years of event planning and operating experience
Experience Managing Program budgets and coordinating with other departments
Exceptional communications skills both internally and externally
Exceptional customer service

Preferred Continuing Education:

Masters’ Degree
Membership in either PCMA, ASAE, ASTD or other appropriate professional development organization
MPI (Meeting Planners International) membership
Computer software skills training
Personal development training

Other Skills and Abilities:
In addition to the above, the following may also be required of the successful candidate:
Event Management Skills
Strategic Planning Skills
Customer Service Skills
Communication Skills
Time management skills
Excellent organizational skills
Excellent attention to detail
The use of good judgment and good interpersonal communication skills
Well developed analytical and problem solving skills
Works harmoniously and effectively with others as part of a team
A self-starter who desires to show ownership and commitment to the job
Exercises confidentiality and discretion

Language Skills:  Ability to read, write and comprehend instructions, correspondence and memos.  Ability to communicate effectively both orally and in writing members, staff, managers, clients, and the public.  Ability to understand oral instructions and to ask for clarification when necessary. 

Mathematical Skills:  Ability to add, subtract, multiply and divide all units of measure using whole numbers and calculate figures and amounts such as fractions, decimals, percentages, proportions and ratios to practical situations.

Reasoning Ability:  Ability to apply common sense understanding to carry out instructions furnished in written and/or oral form.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Duties of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties.
While performing the duties of this job, the employee is regularly required to sit, walk, talk, and hear.  The employee is frequently required to use hands to finger, handle and feel objects, tools, and controls.  The employee is occasionally required to stand, reach with hands and arms, climb, balance, stoop, kneel, crouch, and crawl.  Required to occasionally lift and/or move up to 40 lbs.  Specific vision abilities required by this job include close vision, peripheral vision and abilities to adjust focus to read and type documents on a computer screen.
Additional hours may be required during periods of heavy workload.  Flexibility is required in the daily work schedule to accommodate lawyer and general Firm requirements.

Work Environment:  The work environment characteristics described here represent those an employee encounters while performing the Essential Duties of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties. 
The employee is normally required to work in a high-rise building equipped with elevators in an environment where the noise level is usually moderate. 
May be assigned to an internal work space without windows to the outside, located in close proximity to other office personnel. 
Professional workplace where business and business casual attire is required.
Ability to work in a fast pace and high pressure environment.

Nothing contained in this job description, or conveyed during any interview which may be granted or during any period of employment (if hired) with Entrepreneurs’ Organization, is intended to create an employment contract with any employee or prospective employee of the Firm for any specified period of time.  Work rules and benefits in effect are subject to change from time to time, according to the needs of the organization.  Any and all employment with Entrepreneurs’ Organization is “at will,” that is, for no definite or determinable period and subject to termination at any time, with or without cause and with or without prior notice, at the option of either the employee or the organization.

Entrepreneurs’ Organization is an equal opportunity employer. ​