Event Coordinator

Job Description: Event Coordinator

Title: Event Coordinator

Reports to: Chief of Staff

Grant Funded: No

FLSA Status: Exempt

Position Summary

The Event Coordinator position requires a positive, resourceful and reliable individual to oversee and support all events for the San Antonio Hispanic Chamber of Commerce. The ideal candidate thrives in a fast-paced role, is an exceptional team player and has excellent organizational and time management skills. This role also requires an individual who has proven experience with planning and executing both in person and virtual events.

Functions

Lead all special projects and events to promote community and business involvement with the Hispanic Chamber. Manages all SAHCC special event logistics, communication, execution and budgets. Develops and updates standard operating procedures for special projects and events. Assists Hispanic Chamber staff with scheduling, preparing for and hosting both in person and virtual events.

Essential Functions

• Coordinates and implements logistics for all Hispanic Chamber events, special projects, webinars, and other assigned projects
• Drafts sponsorship forms, including levels and deliverables, for special events
• Acts as the liaison for event sponsors and assists with communication with sponsor representatives, ensuring all deliverables and expectations are fulfilled
• Works with Communications department to coordinate, edit, and print all Hispanic Chamber special event materials (signage, programs, invitations, announcements), event promotional pieces (press releases, fliers, Web site announcements, etc), and event information distribution (via email, fax, newsletter)
• Attends and supervises all Hispanic Chamber special in person and online events; attends additional community events as a representative of the Hispanic Chamber when needed
• Coordinates staffing and volunteers for all special projects and events
• Oversees Zoom scheduling and set-up for virtual events; manages host capabilities and provides background technical assistance as needed
• Creates guest registration page for events, and oversees attendee management (including registration, responding to guest inquiries and questions, sending invoices, and processing payments)
• Oversees guest registration at all in person events; recruits other staff members or volunteers to assist with check-in and offers training when needed
• Manages budgets, requests payments for vendors through the Finance department, ensures proper actual expenditures and provides close-out reports for each project
• Establishes and maintains special events guidelines in negotiations with vendors (catering, audio/visual, entertainment, etc.) in the best interest of the Hispanic Chamber
• Provides administrative support for various Hispanic Chamber projects and initiatives

Knowledge, Skills and Abilities

• Proven experience in project management and event coordinating
• Strong communication skills, and the ability communicate professionally and work with a variety of external constituencies
• Expert level proficiency in scheduling and hosting Zoom web conference calls or webinars
• Experience in fundraising and working with corporate sponsors
• Excellent skills in logistics and/or organizing complex efforts
• Ability to work independently as well as part of a collaborative team
• Strong multi-tasking skills, and the ability to adapt and react to changes in a calm and professional manner
• Effective time management skills and committed to meeting deadlines
• Experience in developing and administering event budgets
• Experience with calendar management and general office administration
• Working knowledge of Microsoft Office Suite required
• Spanish-speaking skills preferred but not required
• Available to work occasional nights/weekends for events as needed

Education and Experience

• Bachelor’s degree in related area or 2-5 years’ experience in related field required.

Materials Required for Application

• Cover letter
• Resume
• References

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location