Event Coordinator

About the Company:

Stagen Leadership Academy, based in Dallas, Texas, is a values-driven organization dedicated to training leaders who are committed to long-term personal development and utilizing their organizational platforms for positive impact. Through dedication, relationship building, courage, practice, and connection, Stagen embraces the power of what is possible through time and enables its leaders to do the same. Founded on the notion that each person has the potential for greatness born of self-knowledge, Stagen’s programs are designed to expand a leader’s capacity for wisdom, compassion, and courage.

Position Summary:

Stagen Leadership Academy is looking for a part-time Event Coordinator to join their fun, energetic, and fast-growing team. The part-time Event Coordinator will be responsible for providing operational, customer service, and hospitality support for our Clients and Internal Team. Stagen serves members representing hundreds of companies, dozens of industries, and thousands of employees, requiring commitment and accountability. This role reports directly to the Conference Services Manager.

Job Responsibilities:

Event Planning:

Assist with scheduling all external events in the Academy and offsiteAssist with documenting all hospitality-related events on the calendars by coordinating with the Academy Coordinator(review daily for accuracy, weekly for coordination)Communicate any scheduling conflicts or denials of space to the Conference Services Manager immediately and notify affected parties & IntegrationPrepare detailed specifications of event requirements (room layout, timing of breaks, materials, catering needs, equipment, transportation, etc.)Menu preparation, ordering & trackingAssist with prepar[LM1] ing clipboards for event servers for each program or eventAssist with coordinating server coverage for each event or programHelp to ensure events are staffed appropriately by 3rd party vendorsAssist with coordinating offsite events as neededReview coverage hours with Conference Services ManagerEnter hospitality costs into Salesforce for F&B tracking to review with Conference Services CoordinatorAssist with sending stakeholder calendars each month

Event Coordination & Execution:

Act as an event coordinator to caterers and additional staff during events (i.e., dinners, workshops, commencements, etc.) to maintain the integrity of the Academy and ensure timelines are followedMaintain catering kitchen organization and cleanlinessHelp Event Server load and unload dishwasher throughout the event. Reset the Academy for the next dayHelp Event Server by bussing[LM2]  during event to help with catering clean-upHelp Event Server polish glassware and silverware & fold towels and linensExecute detailed specifications of event requirements (room layout, timing of breaks, materials, catering needs, equipment, transportation, etc.)Coordinator to assist [LM3] with any non-program-related events and have the appropriate coverageMaintain positive relationships with key stakeholdersWeekly rhythm meeting with the caterers to pre-plan and confirm upcoming menu se[LM4] lections

Hospitality Services:s

Welcome Stagen clients and visitors and set the tone for their experience of the Leadership Academy.Answer incoming calls, provide inquiry information, and transfer calls to the requested partyDirect visitors to the Academy, meeting rooms, or team member officesAttentively assist visitors with needs such as coffee and Wi-Fi connection information, and provide tech supportProvide high-quality service based on requirements and standardsBe aware of internal and external events in the AcademyProvide coverage for front desk as needed

Conference Center (Academy) Operations:

Open or Close the Academy on days related to eventsMaintain a client-ready environmentInspect meeting room prior to events to ensure proper set-upTake stock of perishable and non-perishable inventoryMerchandise and restock the refrigerator and snack closetMaintain a professional appearance (Including a business casual dress code)Work with Business Operations Manager and Accounting on invoicing for non-program-related eventsCoordinate appointments to see the spaceAttend hospitality weekly rhythm meetingRespond to [email protected] email request[LM5] sRequest required inventory needs for eventsSubmit expenses to Accounting each month

Required Qualifications:

High level of attention to detail and follow-throughProficiency in MS Office SuiteAbility to balance results delivery, problem-solving, and client managementExceptional communication (verbal, written, and presentation) skillsPrior Customer Service experience (1 Year)Ability to work under pressureStrong organizational skillsHigh School Diploma or GED

Preferred Qualifications:

Calligraphy SkillsBilingual (Spanish)TABC LicenseFood Handler's License

Disclaimer: Stagen Leadership Academy is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities.