Event Coordinator - Louisville, KY

KFB (an acronym for a foundation or organization associated with community or corporate events) is a well-established organization dedicated to fostering community engagement and promoting meaningful corporate functions. As a reputable entity, KFB prioritizes excellence in event coordination, offering diverse opportunities for professional growth while maintaining a commitment to their core guiding principles. Operating within sectors that value impactful event management, KFB provides an inclusive and dynamic work environment that encourages innovation and collaboration among its staff.

The organization is actively seeking a Special Events Coordinator to join their dedicated team. This full-time position plays a critical role in planning, organizing, and executing special events from conception through to completion. The Special Events Coordinator collaborates closely with the Events Manager and both internal and external stakeholders to guarantee seamless event execution. In this role, the successful candidate will coordinate all aspects of event logistics, including amenities, accommodations, and day-of event activities. Maintaining rigorous control over the event budgets and accurately recording event expenses for effective financial management is also a vital component of the job.

The Special Events Coordinator is expected to apply KFB's guiding principles in daily decision-making and work approaches, ensuring that each event not only reflects the organization's values but also delivers exceptional service to participants. This position demands constant communication and coordination with various vendors and stakeholders within the event planning lifecycle. The coordinator will work in partnership with KFB's caf vendor to handle catering requirements for internal meetings and events, ensuring all needs are met with accuracy and timeliness.

Staying current with trends in event planning, design, and production is key to succeeding in this role. The Special Events Coordinator will regularly source new vendors and suppliers, conduct site visits, and solicit bids to enhance event quality and cost-effectiveness. Building and nurturing strong relationships with vendors, suppliers, venues, and other industry contacts is fundamental, which includes maintaining and expanding a comprehensive database of these resources.

An essential part of the role involves providing exemplary customer service by understanding and anticipating customer needs, demonstrating a positive and supportive attitude towards company and departmental goals. Coordination of all operations related to the events — including site selection, catering, transportation, décor, entertainment, invitations, presentation materials, equipment, and security — is undertaken in conjunction with the Events Manager. The coordinator also manages event setup, teardown, follow-ups, purchases specialty items required for events, and serves as the subject matter expert for KFB's conference room audiovisual equipment.

The Special Events Coordinator will also be responsible for adhering strictly to event budgets and troubleshooting any issues arising during events. Collaboration with the team to maintain an adequate stock of event-related inventory and ensuring regular attendance in the office are expected. This position involves occasional travel and requires the flexibility to support day-of logistics for onsite, offsite, day, evening, multi-day, or weekend events.

This role not only demands organizational expertise but also strong interpersonal skills, as the coordinator will represent KFB at various external functions and participate in educational seminars as needed. Compliance with insurance, legal, health, and safety obligations is critical throughout the event planning and execution process. The position offers a challenging yet rewarding opportunity for those passionate about creating memorable events within a supportive organizational framework.

Bachelor's degree
Prior event planning experience
Ability to work independently under strict deadlines
Excellent organization skills including multitasking and attention to detail
Manage multiple projects simultaneously
Make timely and sound decisions
Excellent time management and communication skills
Willingness to work after office hours
Availability for day-of logistics for events
Valid driver's license
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