Event Coordinator

2 weeks ago

Scottsdale, United States Phoenix Seminary Full time
Job DescriptionJob Description

Position Description:

The Event Coordinator oversees many aspects throughout the event planning process. Their duties include meeting with and scheduling vendors, managing volunteers, assisting with event design and operations, and partnering with seminary staff to ensure the completion of a successful event from beginning to end. Other factors include upholding the Seminary's mission and vision at every event, owning every aspect of an event from venue choice to success metrics, always keeping budgets and timelines under control, developing an actionable plan for sponsors, and managing cash flow. This position will also assist the Vice President of Operations in administrative tasks and projects.

Responsibilities as Event Coordinator:
  • Establishing and maintaining relationships with speakers, support staff, and vendors
  • Planning, with input from involved departments, a variety of event details and aspects, including room layout, seating, decor, guests, sign-ups, guest relations, and ticket sales
  • Addressing potential problems that may arise and which could impact the integrity of an event, ensuring such things as budgets, conflicting event dates, and target audiences are all considered and managed
  • Maintaining a working knowledge of the complex needs of a wide variety of events
  • Developing a complete understanding of the requirements for every event
  • Researching vendors and making selections based on their creativity, quality, and cost
  • Helping develop content for event materials by working with the Communications/Marketing Manager
  • Scheduling personnel as needed across all functions of an event (registration, set-up, catering, audio/visual, etc.)
  • Will work with seminary staff from other departments to help implement their vision of a successful event
  • Handling day-to-day administration of events and programs, including order placements, vendor monitoring, travel planning, attendee participation, registration counts, RSVP tracking, and issues resolution
  • Addressing administrative tasks for the Vice President of Operations
  • Other related duties as assigned

Qualifications:
  • Communication and Interpersonal Skills: The Event Coordinator must network with various entities during their job. Vendors and venue relationships must be established, and an entire staff must be managed for an event to function correctly. It is necessary to have a general knowledge of what guests expect.
  • Team Management: The Event Coordinator will carry out many tasks independently, but working with a team is a significant aspect of the job. Delegating to a team appropriately and making sure everyone has what they need to do their job will require you to have team management and leadership skills.
  • Budgeting: Every event comes with a cost; your job will be to keep those costs within the allocated budget. This will require a degree of financial skill and the ability to create accurate reports.
  • Logistics: Everything in an event, from the seating to the entertainment, must be set up practically and for the benefit of the guests. To accomplish this, you must possess logistical skills to properly plan the details of an event and anticipate potential problems that may arise.
Experience:
  • Experience in event planning or event coordination with a proven track record of creative, successful events
  • Experience working with colleagues in graphic design, sales, marketing, and communications
  • Excellent organizational, communication, negotiating, and multitasking skills
  • Ability to remain calm under pressure and maintain a customer-service mindset
  • High personal integrity – evidence of a commitment to Jesus Christ and a life consistent with biblical standards; agreement with the governing values of the Seminary and theologically compatible with the Seminary's statement of faith
  • Ability to handle confidential and sensitive matters
  • Supports the vision and purpose of Phoenix Seminary with a high degree of institutional loyalty
  • Proficient using the Microsoft Office Suite (Word, PowerPoint, and Excel); will be expected to learn otherprograms used, such as Monday.com
  • Experience in managing budgets and tracking expenses
  • Strong organizational and problem-solving skills and a detail-oriented personality

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer
  • Must be able to lift up to 25 pounds at times
  • Able to travel as needed

Work Schedule:

  • Must be able to work varied hours with a regular schedule of Monday – Friday

Needed Attributes: Strong work ethic; excellent communication skills; patient and gracious; values confidential nature of position; ability to shift priorities on short notice; proactive approach to assessing needs and providing what is necessary to meet those needs; interacts well with diverse personality types – team player; ability to lead and willingness to serve – positive outlook; creative and resourceful – solutions-oriented.


Training and Development: Self-initiated study and personal development are expected and encouraged. As funds are available, the Coordinator will be provided with the opportunity to attend classes, seminars, or events to continue to develop one's knowledge of relevant topics with approval.

Evaluation: The Event Coordinator will be evaluated at the end of an Introductory Period (90-day review) and then annually.


Working Hours: 15 - 20 hr/week


15 - 20 hours/weekly

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