Event Coordinator

Manage all event logistics leading up to the day of the event and serve as the primary event lead on the day of the event; logistics include, but may not be limited to, the following: • Event Administration and Logistics Execution • Create and Update event briefs as needed • Coordinate and monitor event timelines and ensure deadlines are met • Coordinate cross-departmental planning committees and lead agendas for meetings • Identify venues for events and negotiate venue rates • Finalize and process contracts • Set menus and arrange food and beverage service • Plan layout of event space • Manage event budgets, process check requests, invoicing, and reporting • Coordinate details for all event speakers, vendors, and participants • Attend the event to ensure seamless execution Close out all event details as required and generate event postmortems • Event Marketing • Project manage and work with Graphic Designer (via Trello) to design all event promotional and day-of materials, including, but not limited to invites, collateral, on-site signage, nametags, distribution materials, gift bags, registration details, attendance lists, seating cards, etc. Monitor the designated inboxes for all event specific e-communications and provide timely responses • Organizational Event Coordination • Maintain United Way annual events calendar and manage distribution of event information to relevant team members • Maintain inventory of general event materials, e.g. backdrops, easels, clipboards, display materials • Assist in ordering and purchasing supplies for events • Work with Web Developer to ensure all event details on liveunitedchicago.org are accurate and up-to-date Serve as a consultant and Marketing & Communications department liaison with staff event leads from other departments on Level 2 and Level 3 events as well as other one-off minor internal and external events as needed. This work includes, but may not be limited to, the following: • Review submitted event briefs and ensure event leads review event checklist • Work with Graphic Designer to design requested promotional event materials • Work with Web Developer to ensure event landing page on liveunitedchicago.org and confirmation emails are correctly built Build event registrations and registration surveys • Guided by a clear set of Core Values and Behaviors – Equity Minded, Passionate About the Work, A Good Teammate and Curious, you will join an impressive group of individuals and contribute your diverse set of experiences, skills and characteristics to the organization • Accepts guidance and responds well to feedback • Displays maturity, good judgment, enthusiasm and personal motivation • Strong interpersonal skills including the ability to anticipate workload and effectively cultivate and leverage relationships with colleagues to meet deadlines Collaborative entrepreneurial spirit, ability to multi-task and prioritize concurrent projects and day-to-day tasks within a high production and fast-paced environment