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The Senior Schools Seminars Coordinator partners in the coordination, planning, and administration of schools, training events, dinners, and seminars, promoting a professional image for the division, and acting as a liaison between corporate and agency-level entities, obtaining feedback from sponsors, students, and speakers, including recommendations for improvements. In this role, you will write, send, and follow-up on school invitations and advertising; provide registration and customer service to agency-level and corporate; advise school sponsors on program coordination; Coordinate hotel, conference services, catering, promotional items, entertainment, and floor plan design/layout; invite speakers, coordinate AV setup, and secure travel accommodations as needed; ensure presentations and materials have been approved through the appropriate compliance channels.
Schools Seminars Planning and Coordination
" Coordinate event logistics in accordance with standard practices
" Work with client to identify seminar topic, location and venue - negotiate and coordinate contracts with external vendors for hotel, conference services, catering, promotional items, entertainment, floor plan design/layout, restaurants, hotel BEO's, etc.
" Coordinate event communication and materials advertising, invitations, speaker selection, travel, participant registration information, handouts, badges, etc. Develop and monitor databases containing student, sponsor, and school information
" Partner with appropriate teams to ensure physical environment, educational goals, safety, and regulatory compliance requirements are met.
" Ensure all presentations and materials have been approved through the appropriate compliance channels. Maintain school/student/speaker records for compliance purposes.
" Maintain appropriate records for tracking and reporting attendance, expense/budget reporting, accounts payable, billing and chargebacks, seminar survey administration and findings. On-Site Post Schools Seminars Support
" Serve as liaison for the seminar/program.
" Manage on-site production to include set-up and clean-up for events as necessary.
" Adapt quickly to on-site meeting changes or challenges; recommend and execute solutions (e.g. registration, equipment, logistics, etc.)
" Handle and resolve complaints with/for sponsors, participants, and vendors (e.g. on-site concerns, travel difficulties). Engage corporate sourcing and the law department if necessary.
" Facilitate post-meeting debrief with meeting sponsor and support staff.
" Participate in projects as requested by management and sponsors.
" Apply continuous improvement practices to processes and school/seminars.
" Propose new ideas to improve the event planning and implementation process within the service department.
" Other duties as identified
>"Minimum of 2 years related administrative, project or program support experience
"Project administration skills, with the demonstrated ability to independently manage and coordinate multiple, concurrent,administrative projects meeting tight timelines with limited supervision.>"Good time management skills that enable the incumbent to manage multiple projects with tight timelines>
"Excellent communication skills, including writing, proof reading, and speaking.
"Stellar customer service ethic and high expectations for adhering to professionalism.
"Must be detail-oriented and organized
"Must have the ability to travel as necessary.
"Previous customer service experience required.
"High school diploma required
" Bachelor's degree preferred; significant work experience accepted in lieu of a degree.
" Proficient using the latest versions of Microsoft Suite of products." Experience with event planning and registration software.
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W e are an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity or expression, sexual orientation, national origin, disability, age or status as a protected veteran, or any other characteristic protected by law.
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