Forum And Client Relations Coordinator

Job Profile:

Reporting to the Director, Forum and Client Relations, the Forum and Client Relations Coordinator provides functional support to ensure efficient and timely execution of deliverables in various areas of the business. This role will involve a variety of tasks centered upon organization, coordination, administration, and execution. Duties are completed accurately and delivered with high quality in a timely manner.

Responsibilities:

• Monitor participant responses and coordinate cross departmental communication and responses, including targets, special requests, and inquiries.
• Ensure accuracy of program profiles and tracking/managing of key data and communications related to participants, Discussion Leaders, Steering Committees, and special guests through adherence to standards, use of document templates, effective database management, and other resources.
• Reconciliation of project(s) status and escalating where necessary to keep delivery on track.
• Responsible for deliverables on a program-by-program basis based on assigned verticals.
• Planning and self-management of activities geared at meeting program milestones, relevant communications and program objectives.
• Meetings administration (internal and external) including scheduling, conference calls, recording of minutes, material preparation.
• Provide critical, day-to-day administrative support to key members of the Forum and Client Relations team and Forum Directors.
• Client Relationship Management (“CRM”) database functions including, data entry, queries, data drops, data pulls, and overall management/maintenance of data.
• Coordination of multiple project/program components and interaction with other team members and internal partners to deliver projects with excellence.
• Update, communicate and provide pertinent information on program communications to Forum and Client Relations Team, Managers, and Directors.
• Strategize and produce communications for your programs, with the help of internal templated communication drafts. Circulate for internal review.
• Liaise and work with Forum and Event Coordinator regarding onsite program materials
• Other Administrative duties as assigned
• Coordinating of communication flow and execution of communications with external client stakeholders, Steering Committees, participants, and other internal teams.
• Responsible for moving priorities and initiatives forward on behalf of the Forum and Client Relations Team and Forum Director, utilizing sound judgement and discretionary skills in decision making.
• Effective data management for use with document templates, invitations lists and program profiles in relation to relevant program and forum requirements.

Core Competencies:

• Prioritization and planning skills
• Ability to work independently and as a team
• Process driven
• Communicate clearly and concisely with client-centric approach
• Ability to problem solve and think critically
• Strong attention to detail and organizational skills
• Flexible and willingness to learn
• Accurate and thorough
• Excellent written and verbal communication skills

Core Skills:

• Proven organization, multi-tasking and critical thinking abilities
• Working knowledge of CRM systems, WordPress, Active Campaign an asset
• Professional and diplomatic communication skills
• Basic-level skills with MS Office, database management
• Research and analysis
• Excellent knowledge of grammar, spelling, punctuation
• Attention to detail