Client Services Coordinator

About the Role

The Client Services Coordinator plays a pivotal role in delivering an exceptional client experience across the Women's Summits portfolio, driving delegate retention, growth, and long-term client loyalty. By building trusted relationships with delegates, sponsors, and internal stakeholders, the role ensures every client interaction adds value and reinforces With Intelligence’s reputation for excellence.

Grade Level (for internal use): 08

A key focus of the role is the continuous review and optimisation of client service processes, identifying opportunities to improve efficiency, scalability, and the overall client journey. This includes maximising the use of CRM systems, AI, automation, and other digital tools to streamline workflows, enhance communication, and enable the team to deliver a consistently high-quality, proactive service. The successful candidate will combine outstanding customer service with a commercial mindset, using data, technology, and continuous improvement to exceed client expectations while supporting delegate retention, business growth, and operational excellence.

• Develop a deep understanding of our event clients’ organizational structure and business needs
• Build long-term relationships with our delegate attendees by acting as the go-to person for delegate enquiries, ensure client objectives are met through continual follow-up and thoughtful and efficient responses to their inquiries
• Be knowledgeable about each event in detail, to be best placed to answer any questions regarding the event from attendees
• Be commercially aware, with the ability to identify and communicate opportunities that drive delegate attendance, maximise sponsorship success, and strengthen client retention.
• Continuously improve the client service experience by identifying opportunities to streamline processes, enhance efficiency through AI and automation, and deliver consistently high levels of client satisfaction
• Manage the Summits Inbox and respond and redirect all enquiries within 24 hours
• Proactively provide confirmed delegates with desired information, such hotel information, travel updates and event features etc.
• Be the main contact for delegate conversion, working with marketing to develop the communication plan for each event
• Attend events and be the main point of contact for delegate support
• Promptly manage, execute, and track attendee changes for any ticket holders excluding sponsors
• Monitor activity tickets, working with marketing and operations to ensure we have the appropriate number of tickets available
• Lead on rooming for each Women's Summit, working with Sponsorship and Operations to ensure all delegate and sponsor rooming requirements are met and we avoid attrition
• Work closely with marketing and operations to ensure efforts are coordinated and client experience is optimised for delegates
• Support Sales by providing all leads and upsell opportunities as well as escalating any significant issues or feedback themes
• Oversee our Bizzabo v Saleforce ticket reconciliation
• Support accounts to ensure correct billing of invoices for tickets

• Experience in a client service or in a customer facing role
• Excellent verbal and written communication skills
• Strong attention to detail and organisation skills
• Proven ability to multi-task and manage multiple priorities
• Passion for providing excellent customer service and exceeding client expectations
• Ability to build trust with internal and external stakeholders
• Positive, can-do attitude
• Process-oriented mindset
• Travel required to onsite events
• Experience with Microsoft Word, Excel & Outlook required
• Experience with Sales Force, Pardot, Bizzabo, , Swapcard preferred
• Willing to work US hours when required to meet business needs

• Health & Wellness:
  Health care coverage designed for the mind and body.
• Flexible Downtime:
  Generous time off helps keep you energized for your time on.
• Continuous Learning:
  Access a wealth of resources to grow your career and learn valuable new skills.
• Invest in Your Future:
  Secure your financial future through competitive pay, retirement planning, a continuing education program with a company-matched student loan…