Event Coordinator

Job Description

We are searching for a talented and motivated event coordinator to organize outstanding and unforgettable events. You will be responsible for every part of event preparations, such as fielding event inquiries, booking and managing contracts, receiving rental fees, serving as an onsite day-of site assistant, and promoting SITE1212 in collaboration with the marketing department.

As the event coordinator, you should be well-organized and possess a sound knowledge of vendor management. Excellent communication and attention to detail skills are vital in this role, as our success depends on meeting our client's tailored requirements.

Responsibilities:

Identify the client’s requirements and expectations for each event through pre-event meetings/phone calls.

Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.

Manage all event set-up, tear down, and follow-up processes, and assist with process as needed.

Maintain SITE1212 budget and reporting.

Maintain all inquiries, contracts, and events calendar.

Manage SITE1212 email address for any inquiries or questions, as well as any event sites/pages, such as Eventective, Google and Apple Maps, Zola, OTR Chamber of Commerce, etc.

Work with marketing to create regular updates to the SITE1212 website and collateral.

Create a preferred vendor list and seek new vendors.

Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.

Assess an event’s overall success and submit findings.

This role reports to Institutional Advancement Liaison.

Set the agenda for the bi-weekly SITE1212 Committee meetings and lead those meetings.

Create reporting for annual SITE1212 Audit.

Clearly relay SITE1212 Priorities to AAC Community and Partners.

Generate monthly financial and event reports for AAC Leadership Committee, Board of Trustees Development Committee, and Finance Office.

Attend all external-facing events in SITE1212 and internal-driven events.

Manage any student workers, volunteers, vendors, etc. before and during events.

For internal events, serve and/or lead various committees and volunteer to assist as needed.

Update website content and photos regularly.

Record photos and videos from events, if photographer or Marketing Department representative cannot be present.

Develop and update SITE1212 goals and strategy annually to coincide with wider institutional goals.

Collaborate and coordinator with various other departments and directors, particularly Exhibitions, Facilities & Security, Development, Student Services, and the President’s Office.

Discover and develop partnership opportunities with other organizations that may benefit the institution or student body (such as internship opportunities, volunteer work, art collaborations, etc.), often done in collaboration with Development and Student Services departments.

Manage liquor permit for the institution and ensure compliance with all laws, policies, regulations, etc. for renewal. This may include training bartenders, posting and updating signage, completing compliance training through ASK Program, etc.

Order all alcohol on premises in compliance with above liquor permit through various vendors. This may include travel to pick up liquor orders personally, if necessary.

Assisting in maintaining cleanliness of SITE1212, which may include occasionally sweeping floors, mopping up messes, disposing of food and/or drink, removing trash, and restocking restrooms.

Organize storage room and keep inventory of all items for events.

Assist in any Development efforts, campaigns, grant underwriting, as directed by Institutional Advancement Liaison.

Other administrative tasks as assigned by supervisor and/or AAC Executive leadership.

Requirements:

At least 3 years’ experience as an event coordinator.

Well-organized with excellent multi-tasking abilities.

Outstanding vendor management skills.

Bachelor’s degree in hospitality management or public relations is preferred.

Strong communication and interpersonal skills.

Hours based on events schedule, weekends and evening hours are required for this position.

Must be able to lift 30 lbs.

Full-time