Event Coordinator

Event Coordinator

The Event Coordinator is responsible for overseeing tasks throughout the event planning process.

Department: Institutional Advancement

Reports to: Executive Director of Development

Job Summary

The Event Coordinator is responsible for overseeing tasks throughout the event planning process. Their duties and responsibilities are based on planning and managing events of varying sizes and purposes that support the strategic priorities of the college. The Event Coordinator must ensure that all events are carried out smoothly by use of effective logistical coordination, adherence to budgetary allocations, and overcoming obstacles that may present themselves.

Duties and Tasks

Establishes and maintains positive and effective relationships with vendors and venues.

Under the direction of the Executive Director of Development, the Event Coordinator will plan, organize, and execute event details while ensuring all aspects of events are carried out with professionalism.

Creates and maintains reliable financial reports for the Executive Director of Development for budgeting purposes.

Utilizes college system programs and databases to input guest information and track revenue.

Under the direction of the Executive Director of Development, completes administrative tasks to ensure successful events, such as, but not limited to, preparing event spaces, ordering catering, working with staff and vendors to coordinate set up and clean up, and processing invoicing.

Demonstrates a collaborative, trustworthy, and dedicated approach in interactions with team members and management.

Responds to guests' special requests in a courteous and accountable fashion.

Demonstrates a strong commitment to the college's mission, vision, and values.

Required Knowledge, Skills and Abilities

Knowledge:

Undergraduate degree preferred.

Minimum of two (2) years event or hospitality experience.

Maintain a working knowledge of the complex needs of a wide variety of events.

Skills:

Excellent interpersonal skills.

Detail oriented with high level of organizational skills.

Abilities:

Standing or sitting for long periods of time.

Must be able to lift 30 lbs.

Must be able to professionally communicate with guests via email, phone and in person.

Flexible schedule (night/weekend hours required).

Ability to work collaboratively adjust quickly in moments of change, while maintaining a positive demeanor, even under stressful situations.

Ability to manage events and address potential problems that may arise.

Demonstrates the ability to be courteous and accountable in all situations.

Environment

The work environment characteristics described here are a representation of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term qualified individual with a disability means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of this position.

While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about the office and College, handle various type of media and equipment, and visually or otherwise identify, observe and assess. The employee is occasionally required to lift up to 30 pounds unless otherwise specified in the job description.

Notice

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Beacon College is an Equal Opportunity Employer and embraces diversity as a critical step in ensuring employee, student and graduate success.

Beacon College is an Equal Opportunity Employer. Applicants are considered for employment and promotion without regard to race, age, sex, sexual orientation, gender history, marital status, family status and responsibility, political and religious conviction, impairment or pregnancy.