Event Coordinator

What you'll do

• Act as primary client liaison for the Events Department, providing outstanding support across the US to further Navan's vision and goals.
• Support Event Planners and client contacts on multi-element, mid & large sized projects to understand and meet program objectives.
• Manage small meetings and events projects (10–15 guests).
• Serve as client's first point of contact.
• Contact venues via telephone, email, or online platforms to check availability for required facilities.
• Negotiate rates, terms, and conditions with venues on client's behalf to achieve best rates and commissions.
• Improve product knowledge through familiarization trips, presentations, and site visits.
• Manage cancellations per company standards and procedures.
• Maximize income opportunities by leveraging commission rates and preferred partners.
• Support overall coordination and execution of Event programs from an operational perspective.
• Track baseline contract milestones to ensure timely processing.
• Own meeting minutes and distribution.
• Ensure all communication is structured professionally.
• Identify clients' critical success factors for projects.
• Understand invoicing and reconciliation to keep projects cash flow positive.
• Strive for enhanced commission on projects.
• Identify and escalate upselling opportunities.
• Maintain thorough project documentation for contract and SLA compliance.
• Assist with creation/maintenance of PNRs, WEX cards, and commission tracking.
• Attend internal meetings, take minutes, and follow up on actions.
• Receive training in internal systems, including Cvent for delegate management on larger projects.
• Provide travel/onsite support when needed.

What we're looking for

• 1-3 years of Event planning experience preferred.
• Professional oral and written communication skills required.
• Effective listening to clarify and qualify client requests.
• Proficient in Google/MS Office Suites with technical aptitude to learn new technology.
• Highly organized with ability to manage competing tasks, meet deadlines, and accommodate changes.
• Cvent knowledge preferred.
• Ability to multitask and resolve urgent matters quickly and efficiently.
• Empathetic disposition while maintaining professional attitude.
• Independent thinker who troubleshoots issues and resolves customer inquiries using available resources.
• Willing to compromise, respect others, and listen to teammates' needs.
• Builds trust by seeking ways to help others.
• Gives best effort in every task.
• Reliable and flexible with openness to part-time non-traditional shifts (early mornings, late evenings, weekends).