Events Coordinator

DEPARTMENT: Events

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REPORTS TO: *Director - Events

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COMPENSATION: *19.23 – 22.11 Per Hr.

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SUMMARY: *

Conceptualizes, plans, coordinates, and delivers successful events that support and demonstrate SPACE FOUNDATION’s mission while meeting event deliverables. Primary duties are focused on developing long-term, detailed project plans, locating and securing event locations, vendor relationship management, coordinating event participation, and driving relevant protocol and brand standards. Performs less complex work assignments.

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RESPONSIBILITIES: *

• Manages all internal events and meetings with low visibility and brand impact.
• Participates in planning, coordinating, and executing details and activities for assigned venue rentals and internal events.
• Utilizes developing event planning experience to ensure assigned events and meetings meet objectives and deliver desired outcome and audience experience.
• Participates in after-action reviews with the appropriate teams, attendees, and vendors to review event statistics, discuss areas of opportunity, and provide recommendations for improvements.
• Collaborates with peers to resolve issues and identify issues for escalation.
• Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.
• Review event bills for accuracy and approve the payment.
• Coordinate services for events, such as AV, accommodations and transportation, facilities, catering, signage, displays, special needs requirements, printing, event security, etc.
• Maintain records of event aspects, including financial details.
• Negotiate contracts with such service providers and suppliers as hotels, convention centers, and AV up to $1000.
• Evaluate and select providers of services according to customer requirements.
• Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.
• Other duties as assigned

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MINIMUM EDUCATION: *

• Bachelor's Degree
• 4 additional years of related experience beyond the minimum required may be substituted in lieu of a degree

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MINIMUM EXPERIENCE: *

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2 years of relevant experience including event planning, marketing, communications, hospitality, or media production.

• Ability to multitask, prioritize competing priorities, and meet deadlines in a fast-paced environment.
• Detail-oriented with experience in reviewing materials and proposing recommendations while maintaining alignment to defined protocols and brand standards.

KNOWLEDGE/SKILLS:

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Proficient in Microsoft Office applications and related systems (Excel, Outlook, Word, PowerPoint)

• Strong verbal and written communication skills
• Strong organizational skills, attention to detail, and a high degree of initiative
• Ability to meet deadlines and prioritize multiple tasks
• Ability to assess, explain and solve complex problems
• Ability to interact and partner with external vendors and internal partners
• Cvent or experience in other event planning technology

The above description reflects the details considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.

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PHYSICAL DEMANDS: *
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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WORK ENVIRONMENT: *
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Individuals in this position will generally work indoors and will have a workspace designated solely for him/her. Necessary office furnishings, equipment, and supplies will be provided by the Foundation. While performing the duties of this job, the employee may periodically be required to work outdoors and would be exposed to weather conditions prevalent at the time. The employee may periodically be required to work in an offsite environment or at special events, and from time to time may be asked to travel on Foundation business, at the Foundation’s expense. The noise level in the work environment is usually moderate.

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JOB STATUS: *
1). FLSA Classification: This position is non-exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is eligible to receive overtime pay.
2). Full- or Part-Time: This position is full-time in nature. An individual in this position will regularly work a schedule consisting of 40 hours per week.
3). Work Location: This position’s primary work site is the headquarters location in Colorado Springs, CO. The nature and responsibilities of this position are such that it is eligible for alternative worksite arrangements, such as working from home or telecommuting, on an occasional, infrequent, and/or as-needed basis.
4). Regular Schedule: Usual business days are Monday through Friday, holidays excepted, and usual business hours are from 8:00 A.M. to 5:00 P.M. in the time zone in which the position is located. The nature and responsibilities of this position are such that it is eligible for flexible work scheduling, such as a 4-day workweek or alternate start/end times, on a consistent or recurring basis.*

Job Type: Full-time