Event & Briefing Coordinator

Our Client is an American public multinational corporation that develops, manufactures, licenses, and supports a wide range of products and services predominantly related to computing through its various product divisions.
Its most profitable products have come to dominate the commercial office suite market, and the company’s operating system, which has achieved near ubiquity in the desktop computer market. The company has also diversified in recent years into the video game industry as well as into the consumer electronics and digital services market.

Our clients Technology Center (MTC) is a collaborative environment that provide access to innovation technologies and world-class expertise, enabling customers to envision, design, and demonstrate solutions to meet their exact needs. The MTC is staffed with dedicated Full-Time Employees, Technical Architects, that conduct engagements with target customers and partners.

The Briefing Coordinators are responsible for managing the pre-qualification and planning of briefings, tours and nonstandard events coordinated through the Technology Center Team. The planning process for this role includes: client & stakeholder meetings, scheduling & logistics, billing & fees, as well as account team onboarding and awareness. The pre-qualification process includes the evaluation of new requests, based on each centers criteria and availability.

Essential Functions & Responsibilities:

- Management of briefings, tours, events, summits, & internal/external meetings
- Pre-Qualification of briefings and tours, based on each centers criteria and availability.
- Client & stakeholder meetings, as well as maintaining those relationships
- Account team awareness and trainings
- Management non-standard operational requests
- Manage multiple inboxes, calendars, and booking tool
- Billing & fees for all briefing/tour and event incurred costs
- Schedule appropriate furniture delivery/removal
- Coordinate support with internal and external teams and vendors (Catering, Tech, Transportation, Interpretation), maintain the relationships to ensure consistent quality of service
- Manage all logistical communication to respective stakeholders
- Maintain role specific documentation
- Track, calculate, and maintain team documentation and metrics
- Business Reports : Data Hygiene : Making sure that all Engagements are properly documented with all necessary attributes that make up proper Data Hygiene (Engagement Lead, Engagement Type, Account IDs, Opportunity IDs, Success Engagement IDs, Content Tags, Industry Tags, Survey Links, Schedule Blocks).
- Business Reports : Technical Architect impact : Making sure Technical Architect Customer Days are correctly accounted for by making sure correct Engagement Type, Schedule Blocks are documented properly in the tools.
- Engagement Planning: Direct contact with customers and Microsoft staff to discuss dates/placeholders/agenda of engagements. Participate in qualification calls and assist Technical Architect during the day.
- Internal Marketing : Success Stories : Assist in documenting and writing Success Stories together with Technical Architect and publish in Success Story tool.
- Internal Marketing : Newsletters : Assist in documenting and writing Newsletters together with Director.
- Internal Marketing : Local intranet : Responsible for designing, maintaining and updating local landing page on SharePoint with information and news relevant to local MTCs deliveries.
- External Marketing : LinkedIn : Assist in bimonthly creation of LinkedIn posts with Director, continuously advertising news as appropriate on ongoing activities and relevant stories.
- Budget & Expenses : Creating, maintaining, follow-up and closing POs in tool (branding, supplies, et cetera).
- Continuous Development and Improvement of service : Proactively reporting back issues and problems in tools used (MTCCRM, PowerBI, et cetera).
- Other duties as assigned


Qualifications:
- Excellent Communication skills in Swedish and English are a must (both verbal & written).
- Experience with specific IT products and current on IT Industry Trends. Highly proficient in:
- MS Office including Outlook, OneNote, Word, Excel, PowerPoint.
- SharePoint (editor, administrator)
- Microsoft Dynamics CRM
- Microsoft PowerBI
- Microsoft Planner (Tasks)
- LinkedIn
- Able to quickly learn new tools/software.
- 3-5 years’ experience in Customer Service.
- 2 years planning experience. Experience planning business events – product releases, Trade shows, conferences, etc. If not large in size, must have
- Experience planning several high-level events at once.
- Event Planning Certification. Especially if they do not have event planning experience.
- Extremely professional and client focused. Able to interact with all levels of business clients.
- Strong interpersonal and hospitality / customer service skills.
- Excellent communication skills are a must (both verbal & written).
- Must be process oriented, organized and have attention to detail, yet also be flexible.
- Self-motivated and able to keep up in a strategic and fast paced environment.
- Independent, yet able to follow guidelines well and shows a good sense of judgment. Also able to work well on a team.
- Comfortable communicating with a global community; i.e. various cultures and languages.
- Organized and task driven. Strong documentation and communication skills.

The candidates we are looking for are fluent in Swedish and English, only candidates with a Swedish work permit already in place will be taken into consideration and you must have relevant experience that reflects this position. The position is going to be based at our clients’ Swedish office in Stockholm. #jobbjustnu

All applications and CV’s must be submitted in English in order to be taken into consideration. Please e-mail head of recruitment Nordics, stein.dale@venezu.no for questions regarding the position.

About Venezu: we are a temp and recruitment agency that works exclusively with B2B companies in the ICT industry. We focus on the Nordic market and we are looking for motivated and skilled candidates that fit the innovative and can-do environment of our customers.