Events Coordinator-PT

Description

• Oversee all CTS internal events, ensuring excellence and consistency from initial planning stages to execution and post-event      evaluation, including scheduling and maintaining events calendar. Coordinates with Director of Communications to update website.
• Create event brief/worksheets for internal and external events to ensure all relevant details including room set up, AV and      other tech needs.
• Collaborate with departments to determine menus for catering; serving as liaison between caterers and other event personnel for deliveries and coordinating room set up and décor
• Manage Zoom meetings including monthly staff meetings, recurring in-person and virtual community gatherings and internal events such as lectures
• Supervise student workers or others providing support at events.
• Respond to inquiries for event rentals and follow up with clients as necessary.
• Reserve/book event space using scheduling software, entering all pertinent details and information in the system.
• Capture all booking details for external events and send information to the Director of Facilities and Events to prepare the contract. 
• Assist with payment collections and billing, process and reconciling final invoices.
• Assist events staff with set up of classrooms, chapels, and dining hall. 
• Assist in the setting up, testing, and troubleshooting of AV equipment prior to events. 
• Act as the point person during events, from monitoring the setup process, checking in with the client during the event and facilitating the tear down process with the clients. 
• Arrange and provide building tours and client meetings.
• Meet weekly with the Director of Facilities and Events to go over future events and staffing needs.

Requirements

Personal Qualifications

• Trustworthy with unquestioned professional and personal integrity and ethics.
• Unqualified concurrence with all of CTS’ Vision, Mission and Statement of Commitment.
• Approachable with strong interpersonal abilities who listens intentionally and helps find solutions.
• Committed to consultative and collaborative processes, building trust and spirit de corps among constituencies.
• Maturity, care, and good judgement in controlling and conveying key information.
• Ability and desire to think creatively in service of organizational results.

Professional Requirements

• Bachelor’s degree preferred, or equivalent combination of education, training, and experience. 
• Excellent planning, implementation, and management skills.
• Ability to work in a goal-oriented environment and contribute to a team effort.
• High energy, initiative, flexibility, and a commitment to CTS’s mission are required. 
• Critical thinker with strong analytical skills; ability to draw insight from complex data.
• Effective oral and written communication skills. 
• Flexible schedule based on events, and some evenings and weekends. 2-3 days per week in the office, 2-3 days per week working remotely, depending on events (scheduled in advance).
• Detailed-oriented
• Experience in event management or planning.
• Expertise using Zoom for meetings and events.
• Experience setting up, using, and troubleshooting audiovisual equipment including projectors, cameras, mixer boards and microphones. Tech savvy preferred.
• Proficiency with Outlook, word processing and spreadsheet software, in-depth knowledge of calendar/scheduling programs; experience with Events Management System software is a plus 
• Excellent verbal and written communication skills, including email and phone etiquette
• Excellent time management skills
• Self-starter, can work with minimal supervision and instruction

Ideal candidate will have/be able to:

• Lift up to 50 lbs.
• Take direction well, is a problem solver

NOTE: This position description is not intended to be all-inclusive. Employee may perform other related duties as required to meet the ongoing needs of the organization.