VIP Coordinator

Barcelona / Spain

ISRA seeks qualified applicants for an open VIP Coordinator position located in Barcelona, Spain.

Overview:

The VIP Coordinator is a hybrid position that will be focused on leading a wide range of activities and is the primary liaison between field personnel and internal stakeholders at ISRA Barcelona office in scheduling and managing numerous activities related to corporate visits. The VIP coordinator must possess acute attention to detail, good organizational skills and focus on customer service are essential.
The job requires the candidate to carry high level of responsibility. The job requires the candidate to have a strong self-starting qualities to independently manage coordination of multiple projects in a fast-paced, deadline driven environment

Responsibilities:

  • Manage inquiries and requests for corporate visits from field personnel, colleagues, visitors and others
    Schedule visits in accordance with established protocols
  • Manage visit-related logistics e.g. communication with Travel Department, reserving necessary corporate facilities, communicating with key internal stakeholders regarding visit requirements and objectives
  • Develop Agenda for Visit
  • Host VIP visitors for the duration of their visit, facilitating meetings and activities with in-house personnel
  • Lead a tour of the facility for VIP visitors
  • Work closely with other groups to ensure VIP visit objectives are met
  • Assist team members in any International VIP visit related activities such as scheduling meetings or ordering supplies.
  • Represent the company in a professional manner to visitors
  • Participate in management meetings on strategic initiatives and business planning as indicated
  • Special projects and duties as assigned

Experience and Skills Requirements:

  • Previous VIP coordinating experience required
  • Working knowledge of marketing fundamentals and tools
  • Understanding of briefing centre and briefing management tools
  • Good written/oral/interpersonal communications
  • Demonstrable knowledge of MS Office suite of tools – Outlook, Word, Excel, etc.
  • Polished and professional approach and demeanour
  • Ability to successfully work on multiple items and priorities in a changing environment with minimal loss of productivity
  • Oral communication- Verbally communicates information clearly and concisely
  • Written communication: Expresses oneself thoroughly and completely in writing
  • Team-oriented professional with ability to work independently and collaboratively with a variety of cross-functional groups
  • Identifies and anticipates visitor requirements, expectations, and needs; Seeks and responds to guest feedback and ensures guest issues are resolved
  • Keeps an appropriate level of composure, patience, and a positive outlook under trying circumstances
  • Recognizes and balances guest’s needs, expectations and deliverables while protecting the integrity of the company
  • Relates well to all types of people; inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably
  • Ability to act independently and apply good business sense with minimal direction
  • Ability to be forward thinking to prepare for future requests, needs, or projects
  • Demonstrates a genuine interest and understanding when listening to others
  • Uses logic and methods to solve problems with effective solutions. Spends time on what’s important; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus
  • Fluency in a second language a plus
  • Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge

Education and Certification:

  • Bachelor’s Degree in any related field. Emphasis on Business, Marketing or Communications a plus

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