Job Description
Job Description
OVERVIEW: The Hospitality and Event Coordinator is a dual role that provides event coordination for internal and external company experiences as well as support for traditional day-to-day office hospitality and administration. This position ensures Youth Frontiers’ team, clients, donors, and guests experience best-in-class hospitality at events in the community and at the YF office. The Hospitality and Event Coordinator also provides minimal executive support to the executive team.
POSITION CLASSIFICATION:
● FLSA Exemption Status: Exempt
● Work Schedule: 12 month, Full-Time (40 hrs/wk)
● Location: In Office (Edina)
● Pay: $55,000 - $65,000/yr DOQ
● Department: General Administration
KEY RESPONSIBILITIES & DUTIES:
External Event Coordination & Hospitality
- Plan, manage, synchronize, and execute the essential details of YFs external events, including the annual YF Leadership Luncheon and a series of donor, client, and community-facing experiences across our key markets.
- Ensure events deliver best-in-class hospitality for participants while staying within the expense budget.
- Serve as the primary point of contact for YF events for external vendors and internal YF event team. Maintain healthy and productive relationships with vendors who support YF events.
- Collaborate with marketing team to map out pre- and post-event communications and develop compelling experience materials.
- Collaborate with development team to build and track online registration for event sponsorship and individual ticket sales.
- Oversee registration for all external experiences throughout the year, including the buildout of online registration pages, regular reporting, research and material prep on participants, and tracking through YF’s database.
- Serve as point person on participant bios and prep responsibilities.
- Report regularly on event registration using client and retreat database.
- Leverage client and donor database for record keeping and registrations
Internal Event Coordination & Hospitality
- Plan, support, and execute the essential details of internal YF events and meetings, including company-wide meetings and social events.
- Manage the company calendar. Ensure team members receive visibility, invitation and instruction to events.
- Provide technical support and remote access to events for team members attending virtually when applicable.
- Ensure events align with YF culture and brand, and deliver a positive, engaging experience while remaining within budget.
- Work with vendors as needed to support internal events, such as catering, transportation, and accommodations.
- Ensure shared office spaces and furniture seamlessly transition between events and standard business functions.
Office Administration and Coordination
- Oversee day-to-day support of the YF office.
- Serve as front-of-house for the office by warmly receiving guests at the front desk, answering/routing incoming calls, and assisting team members to navigate office resources.
- Ensure the office remains clean, safe, and organized by cleaning regularly, enforcing shared space policies and procedures with the team, and coordinating with service providers.
- Manage office supply and hospitality inventory. Count, order and stock inventory on a weekly basis and recommend changes to maximize stewardship of resources. Ensure office supplies and kitchen items are always available.
- Collaborate with the Property, Maintenance and Equipment Specialist to ensure necessary building repairs or enhancements are reported, prioritized, and completed.
- Train new employees and vendors on office procedures.
- Provide thoughtful hospitality for YF clients, donors, and guests as appropriate by sending cards, flowers, and/or other tokens of appreciation and sympathy.
- Manage meeting room and company calendars to ensure team and guests can utilize resources effectively.
- Open, sort, and scan incoming mail. Provide additional clerical support as needed.
Executive Support
- Support the executive team with requests as needed.
- Work closely with the Senior Executive Assistant to support any needs of the CEO or Board of Directors.
- Assist with scanning, filing, organizing, and other projects.
All positions at Youth Frontiers may perform other duties as assigned.
Minimum Qualifications
- Event Coordination – 2 years
- Office Administration – 2 years
- Experience with Google Suite, Phone Management
- Comfortable enforcing office policies and procedures with the YF team
- Comfortable managing vendor relationships
Preferred Qualifications
- Previous event management experience for 500+ participants
- Experience with Salesforce
- Experience working for a non-profit or educational organization
Youth Frontiers seeks to hire from a diverse pool of applicants and encourages people from all backgrounds to apply. Youth Frontiers will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age, marital or familial status, public assistance status or any other legally protected status.
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