Event Coordinator

About the Role 

To provide the highest possible level of assistance to the Events team overall. Develop relationships across all areas of Navan, sharing best in class market knowledge of Events. To support maximum revenue generation in all areas of Navan Events while mindful of Client’s return on investment.

What you'll do:  

As a primary client liaison of the Events Department, you will further the vision and goals of Navan by providing outstanding support across the US.

• Support each Event Planner and their client contacts on multi-element, mid & large sized projects, to understand and meet program objectives/outcomes.


• To manage small meetings and events projects (10 – 15 guests)


• Embraces the position of often becoming a client's first point of contact


• Contact suitable venues by either telephone, email or external online sourcing platforms and check availability for all required facilities.


• Negotiate rates, terms, and conditions with the venue on the client’s behalf utilizing Navan Events or the client’s preferred venues to achieve the best rates and commission where applicable.


• Continually improve and update own product knowledge through targeted activities and attendance of familiarization trips, office presentations and site visits


• To ensure cancellations are managed in line with the company’s standards and procedures. 


• To maximize all income opportunities by remaining actively aware of commission rates and preferred partners to secure enhanced negotiating levels wherever possible.


• Support the overall coordination and execution of an entire Event program from an operational perspective.


• Tracks baseline contract milestones under guidance to ensure timely processing.


• Owns meeting minutes and distribution


• Ensures all communication is structured professionally


• Identifies clients' measures of critical success factors for project.


• Understands the invoicing and reconciliation process ensuring projects are cash flow positive


• Strives for enhanced commission on all projects


• Able to identify and escalate opportunities for upselling


• Maintains thorough project documentation to ensure contract and documentation policy compliance (i.e., service level agreements - SLAs)


• Assisting with the creation and /or maintaining of PNR’s, and WEX cards, and commission tracking when needed


• Attend internal meetings where required, taking meeting minutes and following up on any outstanding actions.


• Training in R&M Internal Systems including support with delegate management for larger projects using Cvent Technology


• Travel/Onsite support when needed

What we're looking for:

• One to three years of Event planning experience preferred


• Professional oral and written communication skills required


• Listens effectively, clarifies, and qualifies client requests to understand their needs


• Proficient Google/MS Suites skills along with the technical aptitude to learn new technology


• Highly organized and able to manage competing tasks, meeting deadlines and accommodating changes


• Cvent knowledge preferred


• Ability to multitask with a desire to resolve urgent matters as quickly and efficiently as possible


• An empathetic disposition with the ability to always maintain a professional attitude


• An independent thinker who can use available resources to troubleshoot issues and resolve customer inquiries


• Willing to compromise, respect others, and listen to the needs of their teammates


• Builds trust by actively seeking ways to help others


• Gives their best effort in every task or assignment


• Reliable and flexible with an openness to working part-time non-traditional shifts (early mornings, late evenings, and weekends)