Team Coordinator

OVERVIEW:

Glint Events is a premier wedding and corporate event planning company located in Central Virginia, with a mission to create meaningful moments of celebration by combining creativity and love with exceptional service, all tailored to design a unique event for every client.

Our clients range in size from 20 – 500 attendees; host their events at an array of locations from established venues to private estates. Planning typically takes place anywhere from 3 months to 18 months from the event date. We are known for anticipating the needs of our clients, providing innovative offerings and solutions, and being just visible enough to put our clients at ease on their event day. 

We’re a small team with big goals. While working independently is a must, we also frequently work as a team to ensure every event runs smoothly. Our team must always remember that the events we plan are never about us; they’re always about delivering the event our clients envision.

JOB DESCRIPTION 

We are seeking a full-time Team Coordinator to join our team. This role is primarily responsible for supporting three main business areas: marketing execution, event support, and organizational administration. 

RESPONSIBILITIES: 

Marketing – 40%

• Supports the Director of Operations in planning and maintaining the marketing and promotional calendar. 
• Executes social media posts across multiple platforms, including, but not limited to: Instagram, Facebook, LinkedIn, and Pinterest.
• Assists with writing and/or copywriting and posting 2-4 blog posts per month.
• Assists with making minor website updates, including creating and posting new photo galleries for all new events planned by Glint Events.
• Prepares and presents monthly marketing report, including statistics from all social media and marketing platforms, as well as website analytics.
• When directed, conducts and presents market trends research and/or competitor analysis.
• Identifies, plans, and manages the company’s presence at industry events.
• Distributes and maintains inventory of sales support materials for referrals, clients (past and present), vendors, and Power Partners.
• Assists with executing the public relations strategy, including contacting vendors, completing submissions, and contacting media outlets.
• Stays up-to-date on current industry trends, as well as marketing trends; and, presents new ideas to support the overall mission of the company.

Office & Team Coordination – 40%

• Assist the Founder & CEO with event planning and administrative tasks including 
• email organization
• scheduling client and vendor meetings
• attending meetings, taking notes, and managing follow up tasks
• deliveries or pick ups of event materials
• Assist all team members with planning tasks as directed
• Manages roster of Event Assistants and schedules staffing for each event. 
• Responds to staffing inquiries and schedules Q&A interviews with the team and qualified candidates.
• Maintains templates for planning systems (Aisle Planner and Asana) and facilitates updates, as directed.
• Maintains facilities and oversees expenses necessary to the day-to-day office operations including utilities, landlord requests, office supplies, equipment and decor, and other office related services and supplies. Occasional trash removal, recycling collection, broom sweeping and surface wiping in the office.

Event Prep & Onsite Support – 20%

• Order, confirm receipt, and organize all event materials not provided by event vendors or service providers. Ensure timely delivery of all event materials to the venue as directed.
• Maintain inventory of Glint’s supply kit for each event.  Ensure timely delivery of all event materials to the venue as directed.
• Provide onsite event support, as directed, to assist with event set up and breakdown.
• Weekly in-office schedule allows for evening and/or weekend event support, and will be altered, if needed, so as weekly hours will not exceed 40 hours/week.

SCHEDULE:

• Full time, 40 hours per week (typically, Monday-Friday) 
• 40% Onsite Office Hours: Tuesdays & Thursdays, 9AM – 5PM 
• 60% Remote/Offsite Meetings/Events: Mondays, Wednesdays, & Fridays, 9AM – 5PM 
• Weekends of assigned events and occasional holidays expected, but will be notified in advance and weekly schedule will be adjusted.

QUALIFICATIONS AND SKILLS: 

• Ability to manage detailed processes and offer solutions for efficiency. 
• Strong attention to detail, organization, and time management
• Strong communication skills, both written and oral.
• Solid understanding of business marketing, especially social media management.
• Easily multitask by managing several events and schedules at one time.
• Comfortable receiving direction and being flexible with frequent change.
• Provide exceptional customer service.
• Experience with office management software, including G-Suite, Microsoft Office, DocuSign, and Asana.

EDUCATION & EXPERIENCE

• Bachelor’s degree in business management, marketing, or similar field preferred.
• Minimum 1-3 years office administration and/or marketing experience required.
• Past management or supervisory experience is a plus.