Event Coordinator

Description

SUPERVISOR’S TITLE: Event Manager  FLSA Status: Non-Exempt

Position Purpose 

The Event Coordinator is responsible for the planning of events at the Center for the Performing Arts and the Great American Songbook Foundation as assigned by the Event Manager or Vice President of Events. The Event Coordinator will function as a liaison between clients, vendors and internal staff to deliver exceptional events experiences across campus at all venues.

All employees are required to embrace and consistently practice our Core Values of Excellence, Collaboration, Integrity, Innovation and Inclusion and actively participate in IDEA (Inclusion, Diversity, Equity and Accessibility) training and initiatives.

Essential Functions and Responsibilities 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Rental, Internal and Resident Company Events 

· Interface with clients, vendors and internal staff to develop and coordinate an appropriate action plan for each event

· Maintain and enter accurate records of all services, equipment, room layouts and personnel required in the venue management software platforms (VenueOps, EventDraw, etc.)

· Notify and confirm all applicable service, equipment and personnel requirements with the appropriate department or vendor

 General

· Serve as lead on-site coordinator for events

· Create, validate and enter all diagramming and estimates in all appropriate software systems

· Coordinate day-to-day administration of Resident Companies, including scheduling changes and settlements

· Manage logistics such as room setup, food selection, audiovisual equipment, etc.

· Communicate and collaborate with internal departments and external vendors to meet event needs and expectations

· Attend and prepare applicable materials for Events Manager to attend and communicate details at weekly operations and facilities meetings

· Manage and track receipts, deposits and expenses  

· Return all messages (phone/email) within 24 hours

· Maintain safe and clean working environment

· Other duties as assigned

Competencies 

· Thrive in a fast-paced environment

· Creativity

· Customer/Client Focus

· Hospitality Mindset

· Communication Proficiency

· Collaboration and Teamwork Orientation

· Attention to Detail

· Time Management 

· Decision Making 

· Critical Thinking/Problem Solving/Analysis

· Ability to Pivot

Requirements

Education and Experience

Bachelor’s Degree preferred; Sales or Event Management experience required

1. Minimum of two years’ related experience in organizing and managing events, including corporate meetings, trainings, luncheons, weddings and other special occasions

Additional Qualifications

1. Technological Proficiency

a. Microsoft Office suite (Word, Excel, Outlook, PowerPoint)

b. Event management software (VenueOps, EventDraw, Volgistics, etc.)

Supervisory Responsibility 

This position will not have direct supervision responsibilities.

Work Environment

This job operates in a professional event venue environment and routinely uses standard office equipment such as computers, phones, copiers, and other equipment. This position will require the ability to send/receive company email from a mobile platform.

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.

Ability to sit for extended periods of time and to move intermittently throughout the workday

Ability to bend, push, lift, carry, pull and move up to 25 pounds

Ability to speak and listen clearly

Ability to perform focused work with close attention to detail

Ability to operate office equipment, including computers, copiers and phones

Position Type and Expected Hours of Work 

This is a full-time position (40 hours per week with some overtime possible) with benefits (Medical, Dental, Vision, 401K, PTO) and will require working some evenings and weekends.

Travel

This position has no regular travel requirements.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

AAP/EEO Statement 

The Center for Performing Arts and the Great American Songbook Foundation provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type with regard to race, color, religion, age, gender, national origin, LGBTQ, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.