Meeting and Event Coordinator - Factory Mutual Insurance Company

FM Global is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM Global helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles.

The Meeting and Event Coordinator is a member of the corporate events management team at FM Global. This individual will be responsible for supporting the planning, coordination, and execution for both digital and in-person live events such as companywide sponsorship events, internal and external programs.

This role will support management of high-end meetings and events by providing accurate data and brand-appropriate communications in addition to managing the communications surrounding meetings and events. This role will serve as a primary interface between Senior Event Planners/Sponsorship Manager, FM Global Senior Leadership, meeting participants, internal stakeholders including external customers/clients alike.

He/she will play a critical role in managing the attendee registration experience and event communication between stakeholders, customers, and the events team by using current and emerging technology. Cvent is FM Global’s event management tool of choice. He/she must have experience in building registration websites within Cvent. In addition to Cvent, the ideal candidate will have experience with Web-based survey tools, mobile applications, and centralized e-mail boxes.

He/she will also manage the communication between suppliers and vendors (hotels, venues, destination management companies/DMCs, catering, transportation companies etc.) and the FM Global meetings team.

He/she will be responsible for accumulating and archiving data related to all events and meetings produced by the corporate events team. This will include many reports such as putting together participant lists, budget tracking, run of show, group resumes for hotels and venues, post debriefs, event strategy plan and other historical data collection and management pertinent to executable details for each meeting and event.

The Meeting and Events Coordinator serves as the day-to-day communication contact for the events team, manager of the events team, convention services manager’s and room coordinators at hotels and other venues to ensure all data provided by the FM Global team is up to date and consistent. The Meeting and Event Coordinator will also function as a project manager, consulting with Design and Print.

Event Resource Planning: Design, build and manage event registration tool.

(Cvent) for individual meetings and events and manage the registration process from invitation through event completion. Consult with internal meeting clients, third party vendors, hotels, DMC’s (transportation companies, décor companies) and other event related purveyors to ensure meetings run flawlessly. Prepare and oversee all communications and materials including save the date emails, meeting agendas, attendee lists, all event confirmations, prepare attendee welcome materials, manage all shipping to/from meeting destinations. Collaborate closely with the Manager of Events & Sponsorships, Senior Event Planners/Sponsorship Manager in the creation and execution of the workflow calendar and planner assignments for each year. Create timelines for communications and ensure the data associated with each communication surrounding the meetings and events is accurate and concise.

• Create and distribute internal and external event performance surveys to determine.return on event goals and objectives

• Function as project manager to facilitate work orders sourced internally, liaising. with Design Services, Print Services through Traffic Jam, or preferred in-house method.
• Archive data relating to all projects, including participant statistics, feedback and budget.
• Provide on-site event support as needed.                                                                        

• Assume additional responsibilities as required or directed by Department Manager.

Provides administrative support to the Events Management Team and the Department Manager, including departmental organization support, office coverage, maintain office supplies and storage room organization.

• Process key documents including contracts, check requests, invoicing, and reporting.
• Prepares name badges, meeting materials, packages, gift bags, menu cards, seating cards etc.
• Maintains departmental Corporate Calendar of Events

Bachelor’s degree in marketing, communications, business administration or related area; or commensurate experience.

5-7 years of experience in administrative support, preferably in a corporate setting. * 2-5 years of project management experience * Experience working within event management department a plus. * Proficient in internal and external databases as it relates to attendee data.

The salary range for this position is $55,400 to $79,700. The final salary offer will vary based on geographic location, individual education, skills, and experience. The position is eligible to participate in FM Global’s comprehensive Total Rewards program that includes an incentive plan, generous health and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances and much more.  

FM Global is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.