Thermo Fisher Scientific Meeting and Event Coordinator in Pittsburgh, Pennsylvania
When you’re part of the team at Thermo Fisher Scientific, you’ll do important work, and you’ll be valued and recognized for your performance. With talented managers and inspiring coworkers to support you, you’ll find the resources and opportunities to make significant contributions to the world.
Assist in the organization and implementation of company-wide meetings, tradeshows and special events. Work with team of event planners on event logistics to make the event a success. Assist event planners with the implementation of events. Travel to meeting destinations when necessary to help the team. Support all administrative functions as needed for the Meeting & Event Team.
Assist the Meeting & Event Team in the planning, design and execution of meetings, events, tradeshows and exhibits.
Act as a liaison between other departments in matters pertaining to events where needed.
Assist in the preparation of task schedules and implementation process with team.
Manage the processing for all invoices for events and ensure that vendors are paid on time; follow up with Accounts Payable on issues related to payments.
Manage and process the Corporate Meeting card account for the team.
Complete tasks as needed for all meetings and events to support the event planners.
Responsible for all event team travel to events and site visits including extended team.
Work with logistics manager and maintain the Local Show Program. Responsible for incoming and outgoing orders.
Assist in the development of all meeting collateral needed for events. Handle all badge and collateral printing as needed and organize items for registration packets.
Manage the process for suggesting and ordering all event giveaways and props needed. Work with vendor to suggest items to stakeholders, gain approvals and process orders for items.
Order and maintain office supplies and rental items for home office and on location offices.
Responsible for working with planners to close all Cvent events and maintain final pick up reports for events.
Responsible for entering final budget actuals into event budgets via excel or Cvent budget tool.
Handle all floral, centerpiece and linen needs as instructed by planners.
Assist with teambuilding logistics with planners as needed.
Handle all VIP needs for events such as transportation and special accommodations.
Schedule all pre-plan meetings for Meeting & Event team as needed.
Handle shipping of office supplies and other items from corporate office to events prior and after events take place.
2+ years in event planning or related industry with knowledge of hotel and hospitality industry.
High School diploma or GED.
Microsoft Access database experience.
Must be able/willing to travel at least 2-3 times a year especially during peak seasons, but travel limited to larger events when all team members attend.
Must have a valid passport.
Strong project management and task timeline skills and project budgeting and reconciliation skills.
Able to handle any physical exertions that can be expected as a part of the job. Some heavy lifting may be required at times. Must be able to physically be on your feet for long periods of time and work long hours while on site at events.
Bachelor’s Degree in Marketing, Communications, Event or Meeting Planning or equivalent experience in the hospitality industry.
Ability to work with little direction independently and in a group setting.
Ability to maintain a good attitude in stressful situations. Able to be calm and level-headed in potentially event-effecting situations.
Detail/big picture orientation, tactical/strategic orientation.
Strong systems and technical skills and ability to maintain knowledge of current and new developments of tools and technology.
Ability to maintain multiple timelines and schedules simultaneously with time sensitive situations.
Strong communication skills (written and verbal); negotiation skills; excellent interpersonal, organizational and problem solving skills.
Ability to direct outside agencies, delegate responsibilities, work with vendors, and work with other internal and external stakeholders.
Proven team player with the ability to organize, prioritize and handle multiple projects simultaneously.
Demonstrated strong work ethic with high energy, and positive, proactive demeanor with the ability to handle all type of personalities and unexpected situations.
Proven ability to work well with senior management and all levels of the organization.
Demonstrates excellent stamina and be willing to work long hours and weekends.
Must be a strategic thinker who can take initiative, think outside the box and drive additional value to all events.
Ability to articulate the vision and direction of event objectives and goals to all levels of the organization.
Ability to collaborate and develop positive business relationships with all cross functional areas within the Company.
This position has not been approved for Relocation Assistance.
At Thermo Fisher Scientific, each one of our 65,000 extraordinary minds has a unique story to tell. Join us and contribute to our singular mission—enabling our customers to make the world healthier, cleaner and safer.
Thermo Fisher Scientific is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.