Video Conference and Meeting Coordinator at AVI-SPL in Cambridge, Massachusetts

Job Description:

Description




Essential Duties and Responsibilities



Administrative:


Management of outlook calendars for assigned meeting/event spaces to ensure successful planning and completion of all responsible meetings/events.


Provide guidance on proper procedure of room booking requirements, which may include reserve meeting rooms for requestor on as needed or emergency basis.


Assist requester with self-scheduling of meetings on web-based platforms.


Scheduling of meetings on client web-based platforms for high-profile meetings or on behalf of client as directed by AVI-SPL or Client management.


Ensure all Video Conference requests are reserved accurately and captured on the reservation booking system.


Assigns On-site/Virtual AV Support team to facilitate in room conference, virtual or hybrid meeting support and other meeting related requirements.


Liaise with the other Video Conference teams to ensure a standardized and consistent service is provided across Sites.


Update the Video Operations team of any last-minute VC booking requests, cancellations, or amendments.


Ensures proper room preparation for in-person or hybrid meetings, including AV/technology, seating.


Contributes to weekly planning calls to determine needs and resources for each meeting and brief internal and client management on upcoming meeting needs.


Responsible for maintaining and completing meeting request forms for each assigned meeting in the database to determine what technical and personnel are required.


Responsible for knowledge of and adherence to all internal client policies and procedures.


Provide support for local and remote AV Technician - Onsite Meeting Tech and Admins as needed during meetings and absences.



Technical:



Review and confirmation of meeting/event details 24 hour prior to live day including testing of content such as presentation and video playback Plan pre-testing sessions, document results, ensure contingency plans are in place prior to event.


Assist requestor with meeting technology set-up including launching of meeting technologies, guidance on sharing content and general meeting best practices.


Maintain onsite/virtual control booth areas to ensure they are clean, safe and organized.


Provide support for local and remote AV Technician - Onsite Meeting Tech as needed during meetings and absences.


Ad-hoc tasks or duties as assigned.



Skills and Abilities:



Excellent customer service skills


Highly attentive to detail


Superior meeting coordination planning


Proven experience in meeting management


Always present a professional appearance


Proficient data entry skills


A team player with a clear understanding or ability to learn client's business


Excellent problem solving & Trouble shooting skills


Ability to communicate effectively to all client and employee levels within the Meeting planning process


Ability to work with others in a sometimes stressful and fast-paced environment


Must be highly organized


Excellent problem-solving skills


Ability to work independently a must. Must also be able to participate and work well in a team environment


Must be willing to complete background checks and drug tests as required by current or future contracts


Must be willing to apply for security clearances, SSA Suitability, and other related clearances to be able to work at certain customer location


Ability to negotiate conflict and maintain constructive working relationships with people at all levels of the organization.



Education and/or Experience:



Computer literate; proficient in basic business applications to include Microsoft Office programs (Outlook, Word, PowerPoint, etc.)


Experience with SharePoint a plus