Events Coordinator

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 54 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East.

Drawing upon its preferred relationships with more than 2,300 of the world’s best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access.

Normalized annual sales of (U.S.) $28-$32 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit .

The Events Coordinator assists with supporting the planning and implementation of scheduled events.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Work with assigned Planner to support all Virtuoso events across all regions as assigned by Director, Events Operations.
• Work with Virtuoso’s proprietary Event Management software (EMS) to include, but not limited to, build event registration site & event specific questions, build program agenda, build event fees as related to the specific event, manage participant changes, and note record, accordingly, manage rooming requests for pre & post days, generates reports for rooming list, name badges, event RSVP and performs mail merges.
• Create, duplicate, distribute, and assemble meeting & event materials, including, but not limited to, name badges, tent cards, signage, welcome packets, and other creative materials as requested, for Planner / Director review.
• Assist with research necessary to complete event site content write-up to include, but not limited to : Agenda at a Glance, Attendance Costs, Hotel information, Cancelation policies, and other information pertinent to the event that should be communicated to attendees during event registration period.
• Travel to assigned events, if applicable, to provide onsite support to include, but not limited to audit rooming list, and name badges, set up Registration Desk, welcome & greet participants among other duties assigned by Planner in charge to ensure the success of the event.
• Build Post Event Survey for all assigned programs and download results to be posted internally to assigned Virtuoso Team.
• Manage all packing and shipping for assigned events to include, but not limited to printing of handout materials, as needed, office materials, event specific supplies, onsite registration materials.

Track shipments both prior to travel and upon arrival in destination city and unpack and replace materials upon return to the office.

Events Coordinators are responsible for maintaining inventory of office supplies, gifts, and other items in Events Storage Closet.

Travel to Virtuoso Travel Week in Las Vegas, NV to support Virtuoso’s flagship event of 6,000+ attendees which takes place in August every year.

Travel length for this event is 2 weeks including 1 weekend.

• Follow-up communication via email and phone calls with event participants. Work in Zoho platform to answer support tickets submitted for events assigned to Coordinator.
• Provide registration support and facilitate virtual events as assigned by Director, Events Operations.
• Works with Events Department staff on special projects as assigned by Director, Events Operations.
• When not traveling with Planner, serves as home-base to assist with Planner’s / Meeting’s needs.
• Own special projects designed and assigned by Director, Events Operations.
• Support other Events Coordinators during busy time.

Educational and Skills Requirements :

• 1 2 years of event industry experience
• College degree or equal work experience
• Excellent customer service skills with a demonstrated ability to address and resolve complaints with a high degree of professionalism
• Ability to work effectively individually, with coworkers and all levels of management
• Understanding diversity, foreign cultures, and customs
• Strong communication, presentation and writing skills, demonstrated ability to exercise independent and sound judgment
• Strong organization and time management skills
• Strong attention to details
• Ability to multitask, prioritize, and problem solve in a deadline driven environment with strong attention to detail
• Proficiency in Microsoft office ability to do mail merges, format word documents, basic Excel formulas for sum, comparing lists, counting, ease with sorting and filtering results, basic knowledge of PPT and creating presentation decks from an existing template
• Ability to travel to domestic and international locations as designated by Director, Events Operations including weekends and holidays, when necessary (2-3 times per year), (passport required)
• Ability to work nights and weekends when necessary to prepare for event(s)

Travel Requirements :

• Travel may be required to attend company events (2-3 trips per year).
• Travel will be primarily domestic but may include some international.

Type / Nature of Contacts :

• External : Daily contact with members and suppliers.
• Internal : Daily contact with Virtuoso staff.

We offer a competitive salary and full benefits package, including medical / dental / vision / life, 401(k) savings plan, and more.

Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

Pay ranges are intended to cover roles based across the United States. An individual's base pay depends on various factors including geographical location, experience, knowledge, skills, and abilities of the applicant.