• 04-Sep-2018 to 03-Nov-2018 (PST)
  • Fort Worth, TX, USA
  • Full Time

Virtuoso is the leading international travel agency network specializing in luxury and experiential travel. The by-invitation only organization comprises over 800 travel agency partners with more than 17,500 elite travel advisors in over 45 countries through North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with 1,700 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.

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

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

  1. Create, duplicate, distribute, and assemble meeting & event materials, including name badges, tent cards, signage, packets and other creative materials as requested, for Planner/Director review.
  2. Enters data into Event Management software (EMS), generates reports and performs mail merges.
  3. Work with assigned Planner, and other Coordinators, to support their efforts.
  4. Provide onsite support when necessary.
  5. Assist with research necessary to complete information for registrations, billing, travel, and confirmation of information for specific events.
  6. Travel to Virtuoso Travel Week in Las Vegas, NV to support event of 6,000+ attendees.
  7. Assist Planners with follow-up communication via email and phone calls.
  8. Manage data entry and reports, as necessary, to support Planner.
  9. Prints, packs and ships meeting materials. Tracks shipments both prior to travel and upon arrival in destination city. Unpacks and replaces materials upon Planner/Team's return.
  10. Works with Events Department staff, orders, manages and ships approved supplies and materials needed for meetings and events.
  11. When not traveling with Planner, serves as "home-base" to assist with Planner's/Meeting's needs.
  12. Own special projects developed and assigned

Educational and Skills Requirements:

  • College degree or equal work experience
  • 1 2 years of event industry experience
  • Excellent customer service skills with a demonstrated ability to address and resolve complaints with a high degree of professionalism
  • Ability to work effectively with coworkers and all levels of management
  • Understanding of 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
  • Ability to multitask, prioritize, and problem solve in a deadline driven environment with strong attention to detail
  • Proficiency in Microsoft office
  • Ability to travel to domestic and international locations including weekends and holidays when necessary (passport required)
  • Ability to work nights and weekends when necessary to prepare for event(s)


Type/Nature of Contacts:

External:  Daily contact with members and suppliers.

Internal:  Daily contact with Virtuoso staff.

Virtuoso offers a competitive salary and full benefits package, including medical/dental/vision/life, a company matched 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

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