Special Considerations:

Reports to: Director of Events

Summary

This role is integral to Halcyon’s overall success. The Events, Partnerships Engagement team is responsible for serving internal and external stakeholders by executing strategic gatherings that are thoughtfully co-designed. These events and engagement opportunities serve as a platform for Halcyon to nurture relationships with our community and ecosystem that fuel our fundraising. In this role you will be responsible for assisting in the planning and execution of events including executive lunches, donor cultivation gatherings including investor meetings, Founders Mixers, and happy hours. In addition, Halcyon designs and executes an annual awards gala that gathers 500 social impact stakeholders from around the world and raises critical operating funds Other premier events include board meetings, program launch events, convenings and conferences and Fellows showcases.

Responsibilities:

• Serve as department liaison to design scope of work; create timelines and punch lists; and order, distribute, and manage all event-related materials
• Contribute to event concept building and theme development
• Manage vendor relationships as assigned including designing and finalizing menus for events
• Assist with all other event preparation, from inception, day-of execution, and event wrap-up (including thank-you cards, post financial reports, post event communications, debriefings, etc.)
• Lead coordination of volunteers for the Halcyon Awards, Fellow showcases, and other events
• Create floor plans
• Lead design, setup and breakdown of event spaces
• Maintain the general appearance of the event spaces, making sure they are ready for tours and events
• Administrative needs as requested
• Monitor incoming and outgoing invoices and follow up with accounting to ensure payment
• Reconcile budgets for each event
• Support the general administrative duties of the events team including organizing catering; coordinate with other departments around events requirements, and arrange travel
• Maintain and organize the office’s event storage rooms and implement an event inventory tracking process
• Draft, update and maintain event documents and databases
• Other duties, as assigned

Minimum Education Required:
Bachelor’s degree required

Minimum Experience Required:
Two years of hospitality experience. Experience working with database software (examples NEON, Every Action, SalesForce, etc.) a plus.

Skills and Abilities:

• Proven ability to communicate articulately, graciously, and persuasively
• Solid written skills including grammar and punctuation
• Attention to detail and strong organizational skills
• Solid problem-solving skills including identifying and recommending solutions
• Ability to work with multiple priorities and deadlines and to pitch in where needed
• Proven ability to work collaboratively with others and independently to achieve common objectives, and good sense of humor
• Good social skills for dealing with donors, sponsors, educators, representative of city/state/federal entities, diplomatic corps, volunteers, professional colleagues, and press
• Thrive working in a fast-paced, dynamic, start-up environment
• Love of learning and pride in resourcefulness
• Computer literate; proficiency with MS Word, Excel, PowerPoint, and Outlook, and databases
• Embody Halcyon’s values: nimbleness, humility, risk-tolerance, nurturing and optimism

Special Considerations:
Evening and weekend work will be necessary to appropriately staff events. Ability to lift 50 pounds.

To apply, submit cover letter, resume, and salary requirement to inquiry@halcyonhouse.org with the subject line “Events Coordinator”.