Event Coordinator

Position Overview | The Big Picture

The Event Coordinator assists the Event and Senior Event Producers with coordinating the details that support the execution of events. The Event Coordinator works on sales contract details, translates the design into production requirements, collaborates with production-related departments to ensure all event details are accurately produced according to schedule, and addresses event and client needs. The Event Coordinator uses independent judgment at times and reports to and takes direction from the Client Services Manager, and takes direction from the Vice President of Client Services, the Event and Senior Event Producers, and may take direction from the Director of Sales.

Essential Duties

• Collaborates with Event Producers and supports them with proposals, sourcing design inspiration for decks, floor plans, client/consulting, and venue communication as well as acting as the liaison to all production departments.
• They are responsible for overseeing and compiling all pull sheets, and sub rentals.
• Organizing and coordinating all venue information: load in/ load out, scheduling, timelines, time management, and any special requirements
• Supporting Event Producers with on-site walk-throughs, as well as day-of-events support when needed.
• Responsible for scheduling meetings with Event Director, all Production Departments, Samples and acting as the liaison.
• Executes the coordination of client meetings and appointments.
• Assists Event Producer in securing event contracts, as well as creating and managing payment schedules.
• Responsible for executing events independently; this includes and is not limited to creating design proposals, design decks, walk-throughs, site visits, client meetings, and any other duties approved by management.
• May stand in and represent the Event Producers as needed at events.
• Develops and maintains cooperative work relationships with all internal departments and external clients.
• May perform other duties as needed.

Qualifications

• Associates or Bachelor’s Degree preferred.
• 1-3 years’ experience in event production (particularly in a creative or event décor industry).
• Strong Microsoft Word, Excel computer skills.
• Familiarity with event planning software helpful.
• Ability to compute costs and analyze pricing and contract specifications.
• Strong project management skills.
• Ability to deal effectively with diverse individuals at all organizational levels.
• Excellent customer service skills including tact and diplomacy.
• Proven ability to multitask and work in a fast-paced setting.
• Demonstrated ability to share skills and knowledge with others.
• Effective problem solving and mediation skills.
• Outstanding interpersonal communications and conflict management skills.
• Excellent attention to detail, highly organized, with outstanding follow-up skills.

Physical and Work Environment Requirements

• use a computer 75% the work day.
• Ability to sit up to 75% of the work day.
• Ability to walk 25% of the work day.
• Required to move throughout the buildings during the work day.
• Ability to travel to client and venue locations to preview events.
• Must be able to tolerate moderate noise.
• Must have 20/20 vision with correction.
• Must be available to work on-site at events two (2) times per month or potentially 6 days a week when assistance is needed.