Event Coordinator

1 month ago

Utica, United States The Arc Oneida-Lewis Full time
Job DescriptionJob Description

The Event Coordinator will be responsible for every aspect of an agency event, from choosing venues to evaluating success afterwards. The Event Coordinator must be well-organized and competent in vendor management and excel at building relationships with leadership, agency programs, and the people we support. The goal of the position is to organize unforgettable events that will ensure the entertainment of participants and facilitate the completion of business objectives.


ESSENTIAL JOB FUNCTIONS:

The following is a summary of the essential functions of this job. The incumbent may perform other duties, both major and minor, that are not mentioned below, and essential functions may change from time to time.

  • Develop and implement a comprehensive annual events plan that aligns with agency strategic plan goals and objectives.
  • Manage all aspects of event planning, including budgeting, guest invites, venue selection, vendor contracts, event logistics, and post-event follow-up.
  • Collaborate with the Marketing and Communications team to develop and execute event marketing and promotion strategies that drive attendance and participation.
  • Collaborate across the organization to develop mission-centric events such as build events, employee recognition, or community events.
  • Ensure that all events are executed on time, within budget, and meet or exceed quality standards.
  • Manage event staff and volunteers, including recruiting, training, scheduling, and providing ongoing support.
  • Prepare and present status reports on event performance, including attendance, revenue, expenses, and return on investment.
  • Maintain accurate records of event details, including timelines, checklists, RSVPs, budgets, contracts, and correspondence.
  • Stay up-to-date on industry trends, best practices, and new technologies that can enhance the agency's event strategy.

Qualifications:

The following qualifications are the minimum requirements necessary to perform the essential functions of the job.

Required Knowledge, Skills and Abilities

  • Demonstrated ability to work collaboratively with cross-functional teams
  • Strong attention to detail and ability to manage budgets and timelines
  • Strong verbal and written communication skills.
  • Ability to manage multiple projects and prioritize tasks in a fast-paced environment.
  • Strong organizational and time management skills.
  • Creative problem-solving skills.

Education and Experience

Any combination equivalent to education and experience that provides the required knowledge and skills.

Typical qualifications would be equivalent to:

  • High School Diploma or equivalent required.
  • Minimum 1-3 years of experience in event planning, preferably in the nonprofit sector
  • Excellent project management skills, including the ability to manage multiple projects simultaneously
  • Demonstrated ability to think creatively when designing and executing events, with a track record of producing innovative and memorable event experiences that engage and inspire attendees.
  • Strong communication skills with the ability to effectively communicate with vendors, donors and stakeholders at all levels.
  • Prior experience working in Microsoft Office suite required.
  • Ability to work flexible hours, including evenings and weekends, as needed.
  • Travel to and from meetings and events in locations and times throughout Oneida and Lewis Counties.
  • Discretion with confidential information.


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