Client and Events Coordinator

ABOUT VAYNERX
VaynerX (https://vaynerx.com) is the most contemporary family of companies, working together to build and grow brands. Subsidiaries include VaynerMedia, Eva Nosidam Productions, The Sasha Group, Gallery Media Group, Tingley Lane Trading, VaynerSpeakers, and VaynerCommerce.

The Client & Event Coordinator’s role is to liaise between speakers and the individual events booking them to speak. Their goal is to ensure the speaker has all of the information necessary to deliver on the event hosts’ expectations and their travel and logistics are taken care of. This is managed primarily through email and phone correspondence with each individual speaker, their team (assistant, manager, or agent/agency etc.), and the event itself. The purpose of this role is to make sure that all of the details about the event are being properly relayed to the speaker, while also managing any specific speaker needs with each individual event. The Coordinator will work with each speaker and event to align their travel needs and then compile a detailed itinerary that includes event information such as schedule, travel details, and background information on the organization and its’ audience to maximize the ability of the speaker to impact the event.

Responsibilities include:

• Coordinate logistics (travel details and speaker specific needs) related to speaking engagements, including, but not limited to air, hotel, ground transportation, international visas, audio visual specifications and any special requests by the speakers.
• Act as the primary liaison between the host (buyer) and the speaker (client). They are responsible for following up on all requests made by either side in a timely manner.
• Communicate each speakers’ specific requirements to the host organization to ensure a smooth performance by the speaker.
• Create and organize complete and detailed itineraries for speaking engagements based on contract data, research, and information communicated by the host organization and speakers themselves.
• Anticipate travel issues, develop contingency plans, and overcome last minute obstacles to ensure the satisfaction of speakers and clients- especially in the area of timelines and accommodations.
• Maintain / update the speakers’ database with relevant and current information about each speakers’ specific travel and presentation needs.
• Review and approve promotional materials to ensure they are aligned with each individual speakers’ branding.

Qualifications:

• It is essential that the logistics coordinator be proactive in all areas of their job and the department and maintain a high level of professionalism, all in a timely manner.
• Customer service, events, or hospitality experience preferred.
• Experience with booking travel is essential.
• Proficiency in Gmail and Airtable.
• Experience that demonstrates the ability to multitask and constantly reprioritize.
• Ability to deliver oral and written communications in a professional manner.