Event Coordinator

1 month ago

Tucson, United States Leman Academy of Excellence Full time
Job DescriptionJob DescriptionDescription:

Event Coordinator (Part-Time): Tucson, Arizona


SUMMARY OF JOB DESCRIPTION:

The Event Coordinator role requires a friendly, professional, and organized individual to provide planning and event coordination, with the goal of fostering a welcoming and inclusive community. Given the nature of the role, the coordinator will need to have flexibility and availability after hours and on weekends in order to support the needs of the school in regards to events. We are looking for a creative and organized individual to join our team and help us deliver exceptional events that drive brand awareness and engagement. and have excellent communication and project management skills.


QUALIFICATIONS/MINIMUM REQUIREMENTS:

  • Minimum of a High School diploma required. Associate’s degree or higher preferred.
  • Prior experience in providing event support required, 3 or more years preferred.
  • AZ IVP Fingerprint Clearance Card / Background and Criminal History Clearance
  • Valid AZ Driver’s License (In state travel required)
  • Excellent written and verbal communication skills, including ability to handle conflict calmly and professionally.
  • Detail-oriented and reliable with good time-management skills.
  • Able to work well individually and in a group.
  • Focus on high standards of quality and measurable results, while maintaining a high degree of work ethic, integrity and confidentiality.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

This list is illustrative only and is not a complete listing of all functions and tasks performed by this position.

Event Planning and Coordination:

  • Assist in planning and coordinating events, including shows, conferences, product launches, and promotional activities.
  • Develop event timelines, budgets, and checklists to ensure all aspects of the event are covered.
  • Coordinate logistics, such as venue selection.
  • Monitor and oversee events from preparation and set-up through teardown to ensure adherence to planned format.
  • Evaluate potential locations and vendors frequently to determine viability for future events and build a personal knowledge base to better serve the school.

Vendor and Partner Management:

  • Liaise with vendors, suppliers, and partners to secure necessary services and venues.
  • Ensure all vendor deliverables are met according to the event plan and timeline.
  • Negotiate with venue personnel to acquire necessary services and activities for events while meeting budgetary objectives.

Marketing and Promotion:

  • Assist in developing marketing materials and promotional content for events, including invitations, social media posts, and email campaigns.
  • Collaborate with the marketing team to create visually appealing event collateral.

On-Site Event Management:

  • Oversee event setup, registration, and execution to ensure everything runs smoothly.
  • Provide on-site support and troubleshoot any issues that arise during the event.
  • Support the execution of events on the day-of, by being a visible, active presence; address last minute needs and serve as a welcoming and helpful presence to attendees.

Post-Event Activities:

  • Collect feedback from attendees and stakeholders to evaluate event success and identify areas for improvement.
  • Assist in compiling post-event reports and analysis.

Other:

  • Communicate directly with the school throughout the event planning process to learn requirements and goals and ensure all parties understand relevant information and details.
  • Meet with district administration as necessary to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.
  • Must attend meetings, participate with updates or event needs.
  • Other duties as assigned.

WORK HABITS AND ATTITUDES:

  • Be a self-starter with an ownership attitude
  • Have a strong sense of drive to meet goals
  • Shows initiative and resourcefulness
  • Performs accurate work in a timely manner
  • Meets deadlines and sets priorities
  • Demonstrates flexibility and adaptability
  • Is dependable and accepts responsibility
  • Shows sensitivity and tact in dealing with others
  • Accepts direction and constructive criticism
  • Cooperates with fellow workers and other departments
  • Follows school policies and safety rules
  • Demonstrates a professional appearance on a daily basis
  • Demonstrates a willingness to work as a team player
  • Excellent organization, time management and follow-up skills
  • Maintains a professional environment at all times

PHYSICAL DEMANDS & WORK ENVIRONMENT:

Position requires standing, sitting, and moving from one position to another as well as the occasional need to

lift, carry, push and or move objects up to 30 pounds. Verbal communication is generally required.


LOCATION: District of Leman Academy of Excellence - Arizona


STATUS: Part-time with the flexibility to work nights and weekends for events that fall outside the normal business day.


TRAVEL: In-state travel required.


*Essential functions, as defined under the American with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is illustrative only and is not a complete listing of all functions and tasks performed.


Leman Academy of Excellence is an Equal Opportunity Employer.

Requirements:


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