Join Explore Fairbanks’ dynamic team of professionals who contribute to the economic well-being of the Fairbanks area by marketing to potential visitors. We currently seek candidates for the following full-time, non-exempt position:

Meetings and Conventions Services Coordinator

Duties/Responsibilities: Administrative

  • Provides weekly activity information to M&C Manager with a monthly summary for inclusion in M&C activity report.
  • Updates & maintains M&C files, contacts, and workflow in department module of CRM database.
  • With team input, orders promotional merchandise to maintain inventory levels and adheres to procurement process for new inventory items as well as working with other departments for branding cohesion.
  • Tracking and reconciling monthly inventory of promotional materials under the guidance of the M&C Manager.
  • Assists with production and maintenance of meeting planning materials and projects.
  • Assists in maintenance of M&C contacts and contributions to periodic e-newsletters targeted towards meeting planners.
  • Collaborates with the M&C Manager on e-news submissions for activity under M&C Department.
  • Prepares any monthly metrics or reports, as assigned.
  • Responds to requests for information or promotional materials and enters that information into database.
  • Assists the M&C Manager with prospective meeting & convention sales leads, gathering information, or other duties as assigned.
  • Maintains the organization of meeting planning & tourism items and office spaces. Keeps inventory of M&C and Tourism items such as (but not limited to): Signage, banners, centerpieces, and any other items related to the department.

Duties/Responsibilities: Event Sales and Services

  • With input from the M&C Manager, ensures timely preparation and delivery of service requests, leads, and bid proposal packets to partners.
  • Helps to plan, organize, and participate in site visits and familiarization tours.
  • May be assigned to participate & collaborate with the M&C Manager as needed in any of the following: 
    1. Assisting with planning or coordinating sales calls
    2. On-Site or Off-Site Meetings with clients
    3. Online Trainings
    4. Sales Missions
    5. Hosted Events
    6. Trade Shows
    7. Pre-Event Promotion
    8. Bid Presentations
    9. Other events as needed or assigned
  • Oversees preparation of event materials, such as pre-typing name tags for events, preparing informational bags, SWAG bags, local signage distribution, and centerpieces, etc.
  • Enters all substantive contacts or commitments with planners into database.
  • With timely and exceptional customer service, assists M&C Manager as liaison between meeting planner and service providers; offers suggestions and assistance planning entertainment, tours, shopping, companion programs and other attractions.
  • Maintains a well-informed working knowledge of hotels, facilities, attractions and services, both public and private, in the area.
  • Supplies Visitor Engagement Manager with requests for Golden Heart Greeters services (Fairbanks volunteers), including locations and duties assigned for conference assistance (registration processing, Fairbanks visitor information tables for conference attendees, etc.).  Communicates with the GHG on event details and communicates with M&C Manager of assistance from GHG.
  • Visits conventions/meetings while they are taking place to ensure they are moving smoothly and assists as needed.
  • Maintains services report including monthly attendance/revenue reports for inclusion in monthly reports.
  • Assists with Explore Fairbanks hosted events, to include organization, planning, and execution in a team environment.  Will help run events, specifically in the MTCVC, with duties of (and not limited to): set up, shopping for supplies, clean up, meeting with catering/bar service providers, or other groups as needed to ensure a smooth event.
  • Performs other duties and assists with other organization projects as assigned.

Education/Experience/Skills Requirements:

  • Minimum of 2-3 years of progressively responsible experience or relevant education with a focus on administrative duties, preference for prior visitor industry experience
  • The ability to provide professional oral and written communications is required
  • Strong organization and time management skills
  • Ability to manage multiple projects concurrently
  • Excellent word processing/typing skills
  • Ability to exercise judgment and diplomacy in a wide variety of public contact situations
  • Extensive knowledge of PCs, including word processing, spreadsheet and database software.
  • Experience with a variety of office machines to include fax, copy and mail meters.
  • High degree of professionalism        

Working Requirements:

  • Must possess a valid Alaska Driver’s license.
  • Must possess and show proof of car insurance.
  • Must have reliable transportation.
  • Professional dress required.
  • Must be able to lift and transport items weighing up to 50 pounds.
  • Typical hours are situated during normal business hours, but occasional nights, weekends, and holidays may be required depending on event scheduling and workflow needs.
  • Enthusiasm for visitor industry and local economic development, as well as a willingness to grow with organization through internal promotion and educational opportunities.           

Submission Instructions: Provide cover letter and resume to Explore Fairbanks Director of Finance and Administration Dawn Murphy at dmurphy@explorefairbanks.com or at 101 Dunkel Street, Suite 111. Explore Fairbanks is an equal employment opportunity employer.

Job Location: Fairbanks

Close Date: Open until filled.

Complete Job Description: Click Here