The hiring organization is a dynamic foundation that specializes in orchestrating impactful events across various domains such as conferences, corporate meetings, charity fundraisers and social gatherings. This foundation is recognized for its commitment to excellence and its ability to create meaningful and memorable experiences for all attendees. As a prominent entity in the event management industry, it prides itself on its collaborative culture, engaging work environment, and dedication to achieving outstanding results through meticulously planned and flawlessly executed events.
The Event Coordinator role is central to the foundation’s operations, with a primary focus on planning, organizing, and executing a diverse array of events, with a particular emphasis on outdoor venues. This position demands an individual who possesses robust project management skills and the capability to navigate the complexities of event logistics efficiently. The Event Coordinator will be responsible for partnering with various vendors, coordinating internal teams, managing event registrations, and ensuring smooth event operations from conception through to completion. In this capacity, they will collaborate closely with multiple stakeholders including volunteers, sponsors, suppliers, and internal leadership to guarantee every event aligns with the foundation’s standards and strategic goals.
Employment for this role is structured as a full-time position with workdays primarily from Tuesday to Friday, 8:30 am to 5:00 pm. Additionally, the schedule includes mandatory Saturdays during the peak event months from June through September, as well as occasional evenings and weekends necessary for specific events. The role offers a competitive salary ranging from $60,000 to $65,000, reflecting the level of responsibility and expertise required. The working environment combines indoor office settings with exposure to varying outdoor conditions during the event season, necessitating flexibility and adaptability.
The Event Coordinator will initially assist in planning and executing events by helping establish goals, timelines, and budgets that align with the foundation’s mission. Executing event themes and schedules tailored to the specific needs of each event will be a critical component of the job. This role requires hands-on management of numerous logistical elements including venue selection, vendor coordination, catering services, audiovisual setups, transportation arrangements, and accommodations. The Coordinator will serve as the primary point of contact on-site, overseeing event setup, operation, and post-event breakdown alongside the Pillar Lead.
Strong communication and interpersonal skills are essential as the Event Coordinator will act as liaison among vendors, sponsors, volunteers, and foundation staff. Problem-solving aptitude is crucial for managing any challenges that arise swiftly and effectively, ensuring the seamless flow of each event. The Coordinator is also responsible for analyzing event outcomes and providing detailed reports and recommendations to optimize future initiatives. Administrative tasks such as managing event registrations and distributing collateral materials to attendees also fall under the purview of this role. Overall, this position offers an exciting opportunity for proactive professionals passionate about sophisticated event management and who thrive in both office and outdoor environments.
Bachelor's degree in event management hospitality marketing or related field preferred
Two to four years experience in event planning and management with outdoor venue experience preferred
Proficiency in event management software and tools including event registration platforms project management systems Microsoft Suite Excel proficiency and CRM database
Strong communication skills both written and verbal
Ability to manage multiple tasks and prioritize deadlines
Ability to work flexible hours including weekdays Tuesday to Friday 8:30 am to 5:00 pm mandatory Saturdays June through September evenings and weekends as needed
Physical ability to stand walk and sit throughout the day on various flooring types such as carpet concrete and tile
Ability to handle event logistics and vendor coordination effectively
Ability to maintain high standards and attention to detail
Willingness to perform additional duties as assigned
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