We are looking for a successful and enthusiastic event coordinator to produce events from conception through to completion. Experienced in taking charge professionally with ability to manage administration and logistics in a busy special events environment. Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work evenings and weekends. The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.

Event Planning and Production:

• Handle negotiations for space contracts and book event space, arrange food and beverage with our Chef and Bar Manager
• Order supplies and audiovisual equipment, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the client.
• Aggressively gather information on each project to achieve quality event productions.
• Conduct research and find resources to help staff make decisions about event possibilities.
• Create and revise room layouts for each event.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with vendors on event-related matters.
• Assist with coordination of up to 200 events per year.
• Close out all events as required.

Event Administration:

• Assist with preparing budgets and provide weekly progress reports to staff directors for each event project.
• Keep track of event finances including check requests, invoicing, and reporting.
• Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
• Prepare and modify event contracts(BEOs).

Knowledge and Skill Requirements:

• Excellent communication skills, including writing, proof reading skills and speaking.
• Ability to manage multiple projects and work assignments from a variety of staff.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Ability to accomplish projects with little supervision.
• Fantastic customer service ethic and high expectations for quality.
• Bachelor’s degree preferred; significant work experience can substitute for the degree.
• At least 3 years experience with office administrative management.
• At least 1 year experience coordinating special events.
• Proficient using the latest versions of Microsoft Word, Excel, OpenTable, and mail merges; email and web searches