Events Coordinator
12 days ago
Madrid
ABOUT WTTC The World Travel & Tourism Council (WTTC) is the global authority on the economic and social contribution of Travel & Tourism. WTTC promotes sustainable growth for the Travel & Tourism sector, working with governments and international institutions to create jobs, drive exports, and generate prosperity. Council Members are the Chairs, Presidents, and Chief Executives of the world’s leading private sector Travel & Tourism businesses. Alongside our Council Members and Board of Vice-Chairs, OpCo and Executive Committee (EXCOM) representatives from our Member organisations, WTTC professionals guide and support the work of the Council in fulfilment of its mission. PURPOSE The Events Coordinator supports the planning, coordination, and delivery of WTTC’s global events programme, including the annual Global Summit and other international meetings. This hands-on role provides operational, administrative, and logistical support across all stages of event delivery, working closely with the Events Director and internal teams to ensure events are delivered efficiently and to a high professional standard. KEY RESPONSIBILITIES Support Digital Marketing Support Digital Marketing with event invitation processes and communications. Assist in the set-up and management of event registration systems, event websites, and marketing communications. Manage all aspects of event registration, including delegate data and communications. Act as a primary point of contact for delegate enquiries. Maintain and update event databases. Produce regular registration and attendance reports. Event Administration Liaise with event hosts to manage delegate accommodation allocations, including WTTC staff. Coordinate with event hosts on complimentary flight allocations and travel logistics. Liaise with event hosts to manage and oversee transfer logistics. Set up and manage webinars and virtual meetings using Zoom and Microsoft Teams. Event Coordination & Delivery Support Assist with, or coordinate, event-related projects as required. Support the Events Director with event budget tracking as required. Provide operational, production, and logistics support, liaising with: Event hosts WTTC contracted event suppliers Venues PCOs and DMCs Provide administrative support for event tendering processes and liaison with potential event hosts. Attend site visits to event locations. Attend selected events, providing on-site support across event marketing, administration, and operations. KNOWLEDGE & EXPERIENCE Experience using CRM and event management platforms, including Cvent. Experience with CRM systems such as Salesforce desirable. Strong working knowledge of MS Office. Experience setting up and managing webinars and virtual meetings using Zoom and Microsoft Teams. Experience supporting the on-site delivery of large-scale, international events desirable. Experience managing projects and supporting budget tracking. Experience dealing sensitively and professionally with senior-level stakeholders. Experience within the Travel & Tourism sector desirable. Fluent in English required; fluency in an additional language such as Spanish or Arabic desirable. SKILLS & ATTRIBUTES High level of organisation and time management skills. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Ability to build effective relationships with internal and external stakeholders. Proactive, adaptable, and able to manage multiple priorities. Professional and diplomatic in all interactions. CORE COMPETENCIES Strong organisational capability Attention to detail and data accuracy Stakeholder-focused approach Reliability and accountability Ability to work effectively under pressure Collaborative and supportive working style
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