Event coordinator

Event Sales Coordinator

FLSA Status : Nonexempt

Months Per Year : 12

Employment Status : Full-Time

Work Model : Hybrid Available

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels.

We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability.

Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Position Description

The Seattle University Event Sales department ("ES"), is responsible for attracting, engaging, contracting with, coordinating, and invoicing overnight programs in the summer months that utilize university residence halls, as well as external events year-round.

ES also coordinates overnight program housing assignments, including a summer intern housing program.

Coordinated events vary widely in complexity and may include large speaking engagements, fundraisers, cultural performances, multi-day conferences and festivals, corporate meetings, athletic tournaments, academic camps, and more.

The Event Sales Coordinator ("ESC") assists in the development and implementation of client recruitment strategies and materials, conducts site tours, tracks inquiry data, schedules events, coordinates event logistics, and negotiates contracts for all external events and conferences.

On behalf of clients, the ESC works with internal Seattle University areas (Public Safety, University Events, Facilities Services, etc.

and external vendors (CORT Party Rentals, Quest Events, etc.) to arrange support for client event requirements. After the execution of each program, the ESC invoices the client.

The ESC reports directly to the Director of Event Sales. Event Sales team members actively engage in the University's mission, vision, and values in addition to delivering an excellent customer service experience.

Event Sales is committed to creating an anti-racist environment that addresses and works to eliminate inequities and all forms of oppression, while celebrating different cultures.

We look for team members from diverse backgrounds who understand the complex issues surrounding implicit bias and other systemic oppressions, or are willing to learn and represent the ideals of an equitable and inclusive work environment.

The Event Sales team is committed to the university's mission, vision, and values.

Essential Functions

External Client Relations (30%) :

• Helps create marketing plans and materials to attract new clients and retain existing ones; assists in keeping website updated
• Conducts site tours and creates client proposals
• Provides support to the Director of Event Sales on special reports, initiatives, and projects as assigned.

Virtual, Hybrid and In-Person Program Coordination (30%) :

• Utilizes department and university software programs, policies, and procedures to successfully coordinate and document events and overnight programs
• Coordinates scheduling of university spaces, event arrangements (audiovisual equipment setup and support, parking requests, custodial service, external vendor orders, etc.) for clients
• Works with University Events ("UE") to deliver seamless client experience between working with UE for space setup arrangements and with Event Sales for other logistical needs
• Ensures customers adhere to program deadlines and submit required documentation
• Coordinates virtual and hybrid events using Zoom software
• Coordinates housing arrangements for summer overnight programs
• Creates guest registration platforms through Iris software for applicable clients (2-3 per summer)
• Provides on-site event support and management as needed, occasionally including nights and / or weekends

Student Supervision (10%) :

Works with ES Director to hire, train, onboard, and oversee a Student Summer Program Assistant.

Financial Tasks (15%) :

• Enters charge information into appropriate software; creates accurate client invoices; records deposits and payments; follows up with clients who do not pay on time
• Researches rates of competitors where possible, studies inflation and other contributory factors for event space use costs, and works with ES Director and campus departments to create rates proposals.

Marginal Functions

Policy and Procedure Development and Enforcement (10%)

Assists in the development of ES policies and procedures; ensures that department and university policies and procedures are followed by clients, campus partners, and vendors.

Campus and External Service Provider Relations (5%) :

Develops excellent working relationships with campus service providers and external vendors to create mutually beneficial work relationships and ensure achievement of the common goal of client satisfaction.

Qualifications

Minimum Qualifications

Associate's degree and / or comparable experience in hotel or event venue sales and operations, facilities management, business operations, or marketing;

8232;or equivalent combination of experience and education to successfully perform the essential job functions

• Demonstrated verbal and written communication and strong interpersonal skills.
• Demonstrated attention to detail and organization skills, ability to self-prioritize, and work on multiple projects concurrently
• Ability to meet inflexible deadlines and manage multiple priorities
• Willingness and ability to occasionally work nights and weekends to oversee and support the execution of events

Preferred Qualifications

• Bachelor's degree and / or event, meeting, or project management certification, or other relevant certifications
• Experienced in a collegiate event / conference environment and / or event sales and coordination
• Proficiency in negotiation, customer service, customer relations management
• Familiarity with software packages including EMS, Social Tables, Iris software, and / or other relevant event software

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance :

Salary Range : $53,500 - $58,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting.

The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance :

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person.

Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short &

long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%.

You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events.

Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave.

For more information explore the Benefits website at : https : / / www.seattleu.edu / hr / benefits /

Last updated : 2023-06-01

Salary : $53,500 - $58,000