Event Coordinator

The Alliant Energy Center (AEC) in Madison, WI has a current vacancy for a full-time (1.0 FTE) Event Coordinator.

The Eligibility List created from this recruitment may be used to fill future Event Coordinator vacancies that occur within the next six (6) months.

The AEC is an event center, serving the public on site, so this position requires that the incumbent work on site at the AEC, not remotely.

COMMITMENT TO EQUITY AND INCLUSION

As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality service is a shared goal. All employees must be able to demonstrate multicultural competence - the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women, racial and ethnic minorities, and persons with disabilities are especially encouraged to apply.

DEFINITION

Under general supervision, this position provides detailed aspects of pre-event planning including interpreting and ensuring fire code compliance. Issues written and drawn event execution instructions. Acts as liaison between customers and Center staff. Monitors events in progress and completes post-event reporting and customer follow-up. Event plans range from concert, livestock, business and conference, tradeshow and outdoor events. AEC hosts 350 - 400 events per year. Attendance for each event ranges from 50 to 150,000 each.

Under the direction of the Deputy Director AEC - Event & Guest Services, this classification is responsible for planning, organizing, coordinating, and day-of management the physical requirements and service needs of the Alliant Energy Center (Center) customers. Provide detailed pre-event planning, issue written and drawn event execution instructions, monitor events in progress, and complete post-event reporting and customer follow-up. Act as liaison between the customer and staff. Translate and reconcile contracted services into event specifications for use by the operations staff. Ensure event specifics are accurate and detailed, proper set-up and show readiness, and provide on-site guest assistance throughout the course of the event. Represents the Center to clients, guests, customers and attending public.

EXAMPLES OF DUTIES

Proactively seek and establish guest contact to create and maintain successful working relationships while serving as the key liaison for the venue. Determine, document, and disseminate guest needs via written, verbal, and computer management systems including schematics, event set-up sheets, service order requests, technology requirements, and food and beverage orders. Supervise, instruct, and direct set-up crews, stagehands, cleaners, and other Center staff in the proper execution on-site. Guide guests in event preparation by interpreting and explaining contract provisions, policies, and procedures. Coordinate and communicate event information, timelines and needs respectively to third-party service contractors; including, but not limited to, food service, box office, audio/visual, rigging, security, safety, EMS, and equipment rental. Ensure customer compliance with Federal, State, Local, and Center rules and regulations. Assist in hiring, training, and oversight of various events, front-of-house, operations, and temporary staff.

Education, Training and Experience:

Any combination of education, training and experience equivalent to a Bachelor's degree is required. Applicants must also possess at least three (3) years of experience coordinating public events such as trade or consumer shows, business conferences, performance shows, and/or sporting events.

Special Requirements:

Must have a valid driver's license, or access to reliable personal transportation, or equivalent. Must be available to work beyond an 8-hour work day, on-call on any shift, during scheduled events on nights, weekends and holidays, and during emergencies. The AEC is an event center, serving the public on site, so this position requires that the incumbent work on site at the AEC, not remotely.

Background Check Statement: Some positions may require a criminal background check which can include fingerprinting due to the nature of the job's responsibilities. Wisconsin's Fair Employment Law, s. 111.31 - 111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record. However, Dane County may disqualify an applicant if the position's responsibilities are substantially related to the applicant's criminal history (e.g., the nature of the crime and its relationship to the position, whether hiring, transferring or promoting an applicant would pose an unreasonable risk to the business, its employees, customers and vendors, etc.). Management reserves the right to make employment contingent upon successful completion of the background check.

For Bilingual Positions:

• Provide services in both English and the required foreign language (e.g., Spanish, Arabic, Hmong, etc.).
• Applicants being considered for bilingual positions will be tested during the recruitment process prior to employment. This will primarily consist of passing an oral language proficiency assessment from English to foreign language and foreign language to English, but may require additional language testing, such as written translation, if it is an essential function of the job.
• If applicable, individuals may confirm with the Employee Relations Division whether results of bilingual language certifications/ examinations they currently hold qualify them for the position's bilingual designation.

Physical and Environmental Work Requirements:

The work environment is one of constant change and driven by contractual deadlines that must be met. The work takes place in a variety of locations both indoors and outdoors. Requires frequent walking, standing, and may be subject to adverse working conditions including crowded spaces, loud environments, dusty/dirty locations, poor weather, and associated outdoor elements.

Exceptional knowledge of the hospitality and/or event industry including terminology, equipment, trends, and successful guest service methods. Excellent communication skills (verbal and written) and interpersonal abilities to communicate tactfully, effectively, and professionally with internal and external entities. Ability to work effectively with diverse groups of people. Ability to work effectively as part of a team and independently with limited supervision. Ability to understand and assist in enforcing facilities' exclusive services, policies, and Life Safety fire code(s) and ordinance(s). Ability to perform leadership roles and job tasks and effectively adapt to change, process multiple tasks under time sensitive deadlines in a fluid environment. Ability to effectively and professionally direct others in task execution. Detailed oriented, excellent problem solving and organizational skills. Demonstrated excellent record of dependability and reliability. Demonstrated professional presentation, appearance, and work ethic. Proficient computer skills and knowledge of routine office software and equipment.