Special Events Coordinator

Description

Summary of Position.

The Event Coordinator is responsible for overseeing tasks related to the event planning process. Their responsibilities include sending promotional materials, event sales, meeting with clients, menu planning, hiring vendors, creating event concepts, ordering supplies and decorations, and working with staff to ensure the completion of a successful event.

Essential Functions:

• Plan, organize, coordinate, and direct special events.
• Act as event liaison between the client, vendors, and staff.
• Responsible for third party management of delivery vehicles, tents, photographers, officiant, and transportation services to ensure seamless presentation and positive experience.
• Generate all correspondence to clients, including proposal letters, and thank-you letters.
• Develop concepts and designs, and coordinate invitations, reservations, and direct logistical planning.
• Maintain records on event activities, progress, status, and post event summary.
• Attend event to oversee activities and ensure details are handled as planned.
• Address any issue that may arise and will remain on site after the event is over to ensure proper clean up.
• Work with and give guidance to staff involved in event planning and execution.
• Negotiate and contract with vendors for a variety of goods and services related to special event.
• Monitor delivery of goods and services to ensure contract terms are satisfied.
• Develop and maintain an extensive network of contacts, both internal and external, to facilitate event coordination.
• Develop and control budgets on a program or event basis.
• Negotiate financial terms and authorize expenditures with oversight from the supervisor.
• Determine staffing needs for special events. Authorize or secure additional staff as required.
• Perform other related duties as assigned or requested by clients.

Qualifications

Required

• Minimum of two-year special event planning or related work experience
• Warm engaging personality; good people skills.
• Experience in planning and implementing special events, including strong knowledge in food and beverage.
• Strong communication skills – written and verbal.
• Strong negotiation, leadership, and planning skills.
• Ability to multi-task, remain calm and work under pressure in a fast-paced environment.
• Strong computer skills and proficiency in word processing, database management, spreadsheet applications, excel and Microsoft word.
• Attention to details and good problem-solving skills.
• Extensive experience working with executives, donors, and volunteers, and managing, supervising, and providing orientation to people on events.
• Strong initiative and customer service orientation; volunteer management skills an asset
• Strong interpersonal skills and ability to deal with a diverse type of people.
• Excellent organizational, project management, time management skills and ability to cope with limited resources, seize opportunities and think creatively.
• Ability to work effectively as part of a team and take initiatives when the need arises.
• Demonstrated consistent high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet, and ability to maintain confidential information; knowledge of correct protocol for specific situations.

Desirable

• A hospitality management degree is preferred but not necessary.
• A degree in marketing, advertising, psychology/sociology or business management or any other relevant field or its equivalent.

PHYSICAL DEMANDS

• Must be able to lift 30+ lbs.
• Able to stand, bend and walk for long periods of time.
•  Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting and climbing

Description

Summary of Position.

The Event Coordinator is responsible for overseeing tasks related to the event planning process. Their responsibilities include sending promotional materials, event sales, meeting with clients, menu planning, hiring vendors, creating event concepts, ordering supplies and decorations, and working with staff to ensure the completion of a successful event.

Essential Functions:

• Plan, organize, coordinate, and direct special events.
• Act as event liaison between the client, vendors, and staff.
• Responsible for third party management of delivery vehicles, tents, photographers, officiant, and transportation services to ensure seamless presentation and positive experience.
• Generate all correspondence to clients, including proposal letters, and thank-you letters.
• Develop concepts and designs, and coordinate invitations, reservations, and direct logistical planning.
• Maintain records on event activities, progress, status, and post event summary.
• Attend event to oversee activities and ensure details are handled as planned.
• Address any issue that may arise and will remain on site after the event is over to ensure proper clean up.
• Work with and give guidance to staff involved in event planning and execution.
• Negotiate and contract with vendors for a variety of goods and services related to special event.
• Monitor delivery of goods and services to ensure contract terms are satisfied.
• Develop and maintain an extensive network of contacts, both internal and external, to facilitate event coordination.
• Develop and control budgets on a program or event basis.
• Negotiate financial terms and authorize expenditures with oversight from the supervisor.
• Determine staffing needs for special events. Authorize or secure additional staff as required.
• Perform other related duties as assigned or requested by clients.

Qualifications

Required

• Minimum of two-year special event planning or related work experience
• Warm engaging personality; good people skills.
• Experience in planning and implementing special events, including strong knowledge in food and beverage.
• Strong communication skills – written and verbal.
• Strong negotiation, leadership, and planning skills.
• Ability to multi-task, remain calm and work under pressure in a fast-paced environment.
• Strong computer skills and proficiency in word processing, database management, spreadsheet applications, excel and Microsoft word.
• Attention to details and good problem-solving skills.
• Extensive experience working with executives, donors, and volunteers, and managing, supervising, and providing orientation to people on events.
• Strong initiative and customer service orientation; volunteer management skills an asset
• Strong interpersonal skills and ability to deal with a diverse type of people.
• Excellent organizational, project management, time management skills and ability to cope with limited resources, seize opportunities and think creatively.
• Ability to work effectively as part of a team and take initiatives when the need arises.
• Demonstrated consistent high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet, and ability to maintain confidential information; knowledge of correct protocol for specific situations.

Desirable

• A hospitality management degree is preferred but not necessary.
• A degree in marketing, advertising, psychology/sociology or business management or any other relevant field or its equivalent.

PHYSICAL DEMANDS

• Must be able to lift 30+ lbs.
• Able to stand, bend and walk for long periods of time.
•  Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting and climbing