Colleen M. Gilson

*** **** ** ******, *** York, NY 10028

Tel: 215-***-**** Email: acq227@r.postjobfree.com EXPERIENCE:

UBS Investment Bank 5/2014 - Present

Conference and Event Specialist (Contractor)

• Oversee and execute events across all business groups within the global Investment Bank, including annual institutional investor conferences, bespoke client appreciation programs, large- scale receptions, high profile special events, ticketing and hospitality.

• Manage all facets of logistical planning from conception to completion comprising of budget management, venue selection, contract negotiation, comprehensive client and corporate communication, attendee management, conference branding and signage design.

• Manage on-site execution of program by coordinating the efforts of the hosts, hotel, vendors and staff, and troubleshooting any challenges which may arise.

• Conduct pre/post program meetings, evaluations and budget reconciliation.

• Develop and maintain effective relationships with key stakeholders at every level of the business to ensure the effective delivery of events within budget and defined parameters.

• Possess the ability to work as part of a team or independently, to handle multiple tasks and work well under pressure while maintaining an energetic and professional demeanor. Impact Communication Partners, Inc. 11/2012 – 5/2014 Meeting Planner

• Manage and execute Pharmaceutical Advisory Boards throughout the US and Canada, including the Oncology Global Advisory Board for Amgen Inc.

• Create invitations and web registration sites using StarCite

• Coordinate the distribution of event materials including save-the-dates, invitations, handout materials, name tags, etc.

• Coordinate and help arrange on-site events (meal functions, room layouts, sleeping room bookings, etc.)

• Responsible packing/shipping of supplies to and from event destination and ordering signage/department supplies

• Manage list pulls from Amgen Meeting Database, update and edit list pulls for individual events

• On-site support at in-house and off-site events, including overseeing the conference registration desk

• Develop themes, menus, décor and entertainment opportunities; source and research venues and activities globally

• Create and maintain event budgets, process and follow-up, ensure that all guidelines are met when dealing with international advisors and are compliant with the hospitality guidelines

• Manage compliance documents for all opinion leaders that attend advisory boards; make sure that the Global Supplier Information Form and W9 forms are current and filled out correctly

• Create and manage proposed advisor compensation grids and ensure they are compliant with the Fair Market Value as well as with the Sunshine Act

• Arrange A/V and vendor proposals for each advisory board; build relationships with specific vendors

• Manage recruitment for the Oncology Global Advisory Board, which includes registration, follow up, ensuring that all required documents are submitted within the deadline, handling hotel accommodations and flight deviation requests and contract follow up Artio Global Investors, LLC 7/2012– 10/2013

Marketing & Event Coordinator (Contractor)

• Developed invites for breakout sessions and distributed to appropriate Financial advisors

• Coordinated the logistics for off-site cocktail/dinner event for clients/prospects and managed RSVP, guest list

• Created and maintained event budgets, including process and follow-up

• Maintained Event Management System and firm-wide events calendar

• Mained contact for the conference center call line; confirmed all details for upcoming conference calls the team was holding, made adjustments if needed

• Planned events, including site selection, menu selection, invitations, RSVPs, list management, staffing and follow-up.

Sullivan & Cromwell 5/2012- 6/2012

Event Coordinator (Contractor)

• Assisted with project management of large and small scaleevents, including RSVPs, list management, name-badges and support material, onsite staffing and follow-up. The NASDAQ OMX Group Inc New York, NY 1/ 2010- 4/ 2012 Event Specialist

• Managed and executed events throughout USA and Canada including Corporate Solutions Events and sporting events at Madison Square Garden

• Created invitations, list pulls and web registration sites using Magnet Mail, Oracle ONDemand and Lenos software

• Coordinated the distribution of event materials including, save-the-dates, invitation, handout materials, name tags, etc.

• Managed the attendee list for the World Economic Forum (WEF) in Davos, Switzerland

• Coordinated invitations, tracked RSVPs and drafted text for the NASDAQ OMX private events during The World Economic Forum

• Prepared name badges, conference handout materials, packing/shipping of supplies to and from event destination, ordering signage/department supplies and other event related tasks

• Provided on-site support at in-house and off-site events, including overseeing the conference registration desk

• Created and maintained event budgets, process and follow-up

• Managed Master Calendar of national events and executive travel for Corporate Client Group

• Developed premium branded gifts for events and managed promotion closet and collateral list

EDUCATION:

Temple University, Philadelphia, PA 2009

Bachelor of Science, Tourism and Hospitality Management

Contact this candidate