Event Coordinator

About the role

This position supports the Navan Events team by providing comprehensive assistance to ensure successful event execution. You will build relationships across the company and contribute to maximizing revenue for Navan Events while focusing on client return on investment.

Key facts

What you'll do

• Act as a primary point of contact for clients within the Events Department, supporting program objectives for mid-to-large scale projects.
• Manage smaller meetings and event projects for groups of 10 to 15 attendees.
• Source suitable venues via phone, email, or online platforms, confirming availability and required facilities.
• Negotiate rates, terms, and conditions with venues on behalf of clients, aiming for optimal pricing and commissions.
• Maintain up-to-date product knowledge through training, familiarization trips, and site visits.
• Manage event cancellations according to company procedures.
• Identify and pursue income generation opportunities by staying aware of commission structures and preferred partners.
• Provide operational support for the entire event program lifecycle.
• Track contract milestones and ensure timely processing.
• Document and distribute meeting minutes.
• Ensure all client communications are professional and structured.
• Identify client success metrics for each project.
• Understand and manage invoicing and reconciliation to ensure positive project cash flow.
• Proactively seek opportunities for upselling.
• Maintain thorough project documentation to comply with policies and agreements.
• Assist with creating and maintaining PNRs, WEX cards, and commission tracking as needed.
• Attend internal meetings, take minutes, and follow up on action items.
• Receive training on internal systems, including delegate management using Cvent.
• Provide travel and onsite support when required.

Requirements

• 1 to 3 years of experience in event planning.
• Strong professional verbal and written communication skills.
• Ability to actively listen, clarify, and understand client needs.
• Proficiency in Google Suite or Microsoft Office, with the aptitude to learn new technologies.
• Highly organized with the ability to manage multiple tasks, meet deadlines, and adapt to changes.
• Ability to multitask and efficiently resolve urgent issues.
• Empathetic and professional demeanor.
• Independent problem-solver who can utilize resources effectively.
• Willingness to collaborate and respect team members' needs.
• Proactive in assisting others and building trust.
• Committed to delivering high-quality work.
• Reliable and flexible, with availability for non-traditional shifts including early mornings, late evenings, and weekends.

Nice to have

• Experience with Cvent.

Skills & tools

• Cvent Technology

Practical notes

• Visa sponsorship is not provided for this role.
• Occasional travel may be required.
• Navan offers a comprehensive benefits program including healthcare, insurance, retirement savings, and flexible time off.