Job Description
Position Overview:
As the Event Coordinator, you will be responsible for planning, organizing, and executing a wide range of events including but not limited to conferences, corporate meetings, charity fundraisers and social events. Outdoor events are a main component of this role. You will be responsible for event logistics, partnering with vendors, coordinating internal teams and ensuring the event runs smoothly.
Responsibilities:
- Assists planning and executing events from concepts to completion, including setting goals, timelines and budgets
- Helps execute event concepts, themes and schedules based on foundation needs
- Coordinator even logistics such as vendor selection, catering, audio/visual setup, transportation and accommodations
- Coordinating and acting as liaison with vendors, suppliers and contractors to ensure all services are delivered on time and to foundation specifications
- Sourcing and contacting venues, caterers, entertainment and other necessary event services
- Distributing collateral materials to event attendees and participants
- Serving as primary point of contact on-site during events, overseeing set-up, execution and breakdown in partnership with Pillar Lead
- Handling any challenges that may arise promptly and effectively
- Manages solicitation and coordination of volunteers from internal and external stakeholders
- Managing event registration in partnership with Pillar Lead to ensure a smooth attendee experience
- Analyzing event success and ROI, providing reports and recommendations for future events
- Ensuring thank you notes and follow up communications are sent to participants, sponsors and partners
- Strong project management skills, including the ability to prioritize tasks, meet deadlines, and adapt to changing circumstances.
- Excellent communication and interpersonal skills with the ability to build relationships and collaborate effectively with diverse stakeholders.
- Perform other duties as assigned by leadership
Schedule:
- Office: Weekdays Tuesday– Friday 8:30am – 5:00pm.
- Saturdays Mandatory June - September
- Evenings and weekends as needed for events.
Compensation:
- $60,000 - $65,000
Environment:
- Office temperature: 65*F - 75*F
- Varying outdoor temperatures during event season
Experience:
- Preferred: Bachelor's degree in Event Management, Hospitality, Marketing, or a related field preferred.
- Preferred: Two (2) – four (4) years experience event planning and management, with outdoor venue experience
- Proficiency in event management software and tools, such as event registration platforms, project management systems, Microsoft Suite – Excel proficiency, and CRM database.
- Preferred: Proficiency in English (written and verbal) to effectively communicate with associates and leadership
Skills:
- Physical abilities: Ability to stand, walk and sit throughout your day; Walking on a variety of flooring such as carpet, concrete, tile etc.;
- Strong communication Skills: Ability to communicate clearly and effectively with peers and leaders on a daily basis
- Organizational Skills: Ability to prioritize and meet deadlines; project management
- Working in a team based environment: Working independently and as a team player to ensure outstanding customer service
- Quality: Maintain integrity and high standards from all perspectives