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Posted: Tuesday, November 15, 2016 12:12 AM

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Perform administrative and event coordination duties in support of the Travel and Events department and manage assigned projects while providing excellent customer service to internal clients and external resources. Support Department with the following general duties:

Job Responsibilities

Financial/Administrative:

Create and maintain system to process invoices for department, track actual per project and submit monthly accruals to AP
Administer pre-approval for all Amex Planner Card payments
Ensure all financial documentation is readily available on shared drive
Assist meeting manager(s) in obtaining approval for all contracts
Submit all executed contracts to Legal for file maintenance, as well as a copy in the project file
Manage expense reports for Director and Manager in Concur; submit regularly and ensure compliance with all travel policies
Maintain inventory for office supplies and meeting/event supplies, re-order as necessary

Travel:
Administer Car voucher program while we migrate to a non-voucher process
Maintain TMC’s monthly reports on shared drive
Provide excellent customer service to travelers and travel arrangers as calls are received; escalate when necessary
Contribute articles to the Travel & Events Newsletter (quarterly) and assist in producing and distributing to Arch travelers
Maintain Arch travel page in ArchNet
Gain familiarization with Arch Travel & Expense Policy and answer questions relative to policy.

Events:
Assist planning team with various duties related to trade shows, meetings, and employee events:
Demonstrate an excellent knowledge of Cvent, registration website creation; familiarity with MRF and meeting management lifecycle workflow, from inception and sourcing through billing
Create registration websites & event emails including invitations, reminders, confirmations, regrets email, and pre-travel communications
Maintain event budgets in cVent tool or Excel, as appropriate
Research destinations and draft pre-travel communications, following existing template
Maintain contact lists and upload invitee lists
Create and distribute reports for all assigned events
Perform attendee management duties including registration and rooming list management and answering queries regarding meeting logistics
Provide on-site meeting support to Travel and Events team for trade shows, internal meetings & events and client events, as required

Education & Experience:

3-5 Years experience in meeting planning support role with strong Cvent management responsibilities

Key Competencies:

Ability to travel domestically (25 – 30%) to support onsite execution of meetings, sometimes on weekends
Must exhibit sound judgment; able to proactively and quickly assess problematic situations and think through to the best possible solution
Ability to interact well with diverse internal and external clientele of all levels, ages and backgrounds
Excellent written and verbal communication skills
Proactive, shows initiative in performing assigned duties while also being a collaborative member of the team – sharing information, accepting guidance when needed, and exhibiting a desire to perform diverse duties when plans change
Detail oriented & very organized
Strong Excel skills for database manipulation & budget tracking, as well as PowerPoint for speaker support at meetings
Proficient in Cvent, Concur administration, MS Office (Excel, PowerPoint, Word), Outlook Scheduling

Contact Person: Diane Votinelli
Email Address: dvotinelli@archinsurance.com

• Location: Jersey City, North Jersey

• Post ID: 31064512 northjersey
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