Event Coordinator

Event Coordinator A-mazing Events Kimberly, WI Job Details Full-time $20.50 - $22.50 an hour 3 days ago Benefits Paid time off Parental leave 401(k) matching Flexible schedule Qualifications Microsoft PowerPoint Microsoft Word Vendor relationship building Customer communication Microsoft Excel Microsoft Outlook Microsoft Publisher Research Driver's License Task prioritization Typing Full Job Description

BASIC FUNCTION

Assists the Event/Project Manager in executing the direction and vision of our client's events. Will assist in researching all the details that are necessary to ensure our client's events are flawlessly executed and on budget. Responsible for assisting with all phases of events from pre-planning to day-of-the-event to post event coordinating.

DUTIES AND RESPONSIBILITIES

1. Manage multiple projects concurrently maintaining a command of details, timelines, and next steps. 2. Be the go-to person for the Event Designer/Project Manager to assist in activities that are crucial to a flawless execution of the event including: research, data entry, vendor relations and contract negotiations. 3. Contact vendors/suppliers as needed to move event logistics forward including: a. Coordinate travel and lodging arrangements for out-of-town guests, speakers and/or vendors. Monitor and adhere to all important deadlines including lodging, food counts, and registration deadlines to ensure extra fees are not incurred b. Coordinate all speaker logistics and communications including confirmation packets, travel arrangements and transportation, speaker products/books and A/V requirements. c. Coordinate all suppliers and event partners including research, contract review and negotiations (check below all that apply). d. Coordinate and communicate event details and schedule to all suppliers including set up times, load outs, etc e. Serve as liaison with vendors on event-related matters. 4. Schedule planning meetings, create agendas, write/distribute minutes and send meeting reminders for all committee-based events. 5. Process and manage registration system for various clients including guest troubleshooting, registration changes, invoicing, follow ups to abandoned registrations, distribute event reminder and distribute registration reports to planning team. 6. Design electronic event layout/floor plans to ensure efficient guest flow and reducing/eliminating areas of bottlenecks. 7. Conduct research and find resources to help staff make decisions about event possibilities. 8. Responsible for various day-of-event tasks including set up, staffing and strike (take down) when necessary. 9. Coordinate event inventory needs by creating a master list and organizing the materials allowing for efficient load up. 10. Coordinate all details regarding our client's sponsorship and exhibitor needs: a. Assist and coordinate details involving sponsorship. b. Develop procedures and processes to ensure exhibitors and sponsors have all the information they need to ensure a successful experience. c. Develop and write all communications needed for sponsors and/or exhibitors. d. Receive and track all sponsor and/or exhibitor information in a timely manner and follow up accordingly to obtain necessary information. e. Receive and track all complimentary registrations for exhibitors and sponsors. f. Work closely with exhibitor partner and venue with details regarding layout, equipment, electricity, A/V and internet needs 11. Perform all other clerical duties as requested including typing, photocopying, distributing, filing, communications, etc. 12. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. 13. Answer and direct telephone calls in a courteous, positive, and friendly manner. Take thorough messages when necessary.

SUMMARY OF SKILLS, KNOWLEDGE, AND ABILITIES

1. Follow detailed procedures and ensure accuracy in documentation and data. 2. Ability to clearly present information through verbal and written communications; talk with customers and suppliers; listen well. 3. Able to stay informed of current industry trends; learn and apply new concepts and demonstrate career self-reliance. 4. Able to demonstrate a high level of service delivery; do what is necessary to ensure customer satisfaction; deal with service failures and prioritize customer needs. 5. Anticipate and proactively solve problems. 6. Ability to remain open-minded and change opinions based on new information; perform a wide variety of tasks and change focus quickly as demands change; manage transitions effectively from task to task; adapt to varying customer needs. 7. Ability to manage multiple projects; determine project urgency; create detailed action plans to organize schedule. 8. Ability to maintain high standards despite pressing deadlines; establish high standards and measures; do work right the first time and inspect material for flaws; test new methods thoroughly. 9. An interest and ability to work with colors, fabrics and understand dimensions. 10. Ability to work under pressure, work well with others, and be willing to do extra tasks as assigned. 11. Ability to network with people in a confident and professional manner. 12. Ability to accurately type a minimum of 50 wpm. Ability to operate a calculator, copier. 13. Knowledge of computers and experience in Microsoft Word, Excel, PowerPoint, Outlook and Publisher.

PHYSICAL AND MENTAL REQUIREMENTS

1. To accomplish the essential functions of this position, one must be physically able to operate a computer, calculator, and general office equipment. 2. The mental requirements of the position demand that an incumbent be able to work with confidential data, meet deadline pressure, and work quickly, accurately, and consistently with mathematical/accounting type data. 3. While performing this job you will be required to sit/stand at a desk for long periods of time. Also, standing, walking and lifting up to 50lbs. 4. When working an event, this job is exposed to a variety of weather conditions and require working through them to deliver superior event experiences for our client and their guests. 5. This position will require travel within WI and on occasion to other states. 6. Must have a valid driver's license. 7. Occasional work on evenings and weekends. Hours will average 40-45 per week.

Job Type:

Full-time Pay:

$20.50 - $22.50 per hour

Benefits:

401(k) matching Flexible schedule Paid time off Parental leave Application Question(s): How many corporate or non-profit events have you previously planned?

Experience:

Event Coordination:

2 years (Required)

Work Location:

In person