Event Coordinator

Event Coordinator 3.8 3.8 out of 5 stars 9201 Bunsen Parkway, Louisville, KY 40220 Full-time Kentucky Farm Bureau Mutual Insurance Company 16 reviews

Full-time Overview:

This position plans, organizes, and executes special events from conception to completion. Collaborates with the Events Manager and internal and external stakeholders to ensure events are organized and executed flawlessly. Coordinates all amenities, accommodations, and day-of logistics. Monitors and controls event budgets and accurately records event expenses for budgeting purposes.

Responsibilities:

Applies KFB Guiding Principles in daily work and decision-making. Manages special corporate events in collaboration with the Events Manager. Coordinates and communicates with vendors and stakeholders throughout the event planning lifecycle, providing regular feedback on milestones and/or roadblocks throughout the planning process. Partners with the KFB café vendor on catering needs for internal meetings and events. Ensures catering needs for internal meetings are accurate, delivered on time, replenished, and removed on time. Stays current on event planning, design, and production trends. Sources vendors and suppliers, makes site visits, and solicits bids. Nurtures and builds relationships with vendors, suppliers, venues, and other industry contacts. Maintains and builds a comprehensive database of industry contacts, vendors, and venues. Provides exceptional customer service by understanding and anticipating customer needs. Demonstrates a positive and supportive attitude of company and department goals. In conjunction with Events Manager, coordinates all operations including site selection, catering, transportation, décor, entertainment, invitations, presentation materials, equipment, security, etc. Manages event set up, tear down and follow-ups. Purchases specialty items for events. Serve as a subject matter expert on the KFB conference room A/V. Builds and adheres to event budgets. Troubleshot and handled any issues that arose on the day. Collaborates with the team to maintain the stock of event-related inventory. Regular, predictable attendance as an employee must physically be in the office. This list of essential functions is not inclusive and may be supplemented, as necessary. Other Responsibilities Collaborates with KFB Federation on event execution, as necessary. Effectively builds a network of contacts at all levels of the organization to maintain connectivity to the business and the responsibilities and functions of each department. Manages relationships in ways that promote service and support of the organization. Ensures compliance with insurance, legal, health, and safety obligations. Provides clear, concise information to others in verbal, written, and electronic forms of communication. Represents the company at outside business functions and attends educational seminars as needed.

Job Specifications Physical demands:

Normal vision/hearing with or without correction; Reading; Speaking; Overnight travel; Driving a car.

Mental demands:

Analytical reasoning; Prolonged concentration; Critical thinking; Ability to perform under stress; Influence management; Conflict resolution.

Environmental factors:

Standard office lighting, temperature, and noise.

Equipment:

Keyboard; Telephone; Calculator; Automobile.

Qualifications:

Bachelor's degree preferred. Prior event planning experience preferred. Ability to work independently and under strict deadlines. Excellent organization skills, including multitasking and meticulous attention to detail. Ability to manage multiple projects simultaneously. Ability to make timely and sound decisions. Excellent time management and communication skills. Willingness to perform work assignments after office hours in order to meet job demands. Availability for day-of logistics for on-site, off-site, day, evening, multi-day, or weekend events. Valid driver's license.