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

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