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The Event & Hospitality Coordinator plays a key role in supporting industry partnerships, events, and hospitality venues. This includes managing event timelines, coordinating logistics, and ensuring the seamless execution of various events, ranging from conferences and industry gatherings to internal meetings and client engagements. Additionally, this position is vital in enhancing our brand presence by researching speaking opportunities for our executives and subject matter experts.

This role is on-site in Sussex, WI.

Key Responsibilities: 

Event Coordination & Project Management: 

• Develop and manage event project timelines, ensuring all deadlines are met.
• Coordinate event logistics, including vendor communication, venue selection, and contract negotiation.
• Create and maintain event documentation, such as workbooks, task lists, and run-of-show (ROS) documents.
• Utilize project management tools (e.g., Asana) to track tasks, deadlines, and progress.
• Manage event budgets and track expenses.
• Coordinate event registration, RSVP management, and ticket purchases.
• Schedule and facilitate key event meetings, including kick-off and wrap-up sessions.
• Document and distribute key takeaways from meetings.

Hospitality Support: 

• Provide direct support to Quad executives and clients, ensuring exceptional event experiences within Quad properties.
• Coordinate hospitality arrangements for events and meetings.

Qualifications:

• Bachelor’s degree.  Appropriate education and/or experience may be substituted on an equivalent basis.
• 3+ years in a fast-paced marketing environment at a high-growth company
• Proven experience in event coordination or hospitality management.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.   
• Proficiency in Microsoft Office Suite and project management tools (e.g., Asana).   
• A proactive and resourceful problem-solver.
• A passion for creating exceptional event experiences.

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