Marketing Event Coordinator

2 weeks ago

The Villages, United States The Villages Full time

Within the spirit of "Making People's Dreams Come True", this position is responsible for enthusiastically and successfully facilitating event planning from conception to completion, keeping hospitality at the forefront of every interaction. This role meets with internal and external clients to create and execute the desired vision, establishing plans down to the last detail to ensure expectations are met and exceeded. This position acts as a liaison and conduct necessary steps such as making venue reservations, establishing catering and decor, ordering needed event materials, arranging transportation, booking entertainment, photography and videography, and other related event tasks. This role uses exceptional project management skills and thrives on organizing lasting memories and unforgettable experiences for all involved and is an integral part of the Marketing Team. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Full Time, Onsite Position
Competitive salary based on experience: Starting at $17.50 an hour.

Benefits for Full-time Eligible Positions:
Medical (HSA/FSA), Dental, and Vision Insurance | 401k and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages® Charter School eligibility | and much more

Responsibilities:

  • Stay relevant on applicable event planning methodologies, strategies, trends, resources, and tools both within our organization and/or clients served and within the industry at large.
  • Develop, maintain, and execute event planning process components including (but not limited to):
    • Host client consultations.
    • Facilitate event plan(s).
    • Stay within pre-determined event scope(s) and budget(s).
    • Establish and execute event details.
    • Identify and book available resources.
    • Meet outlined steps and milestones.
    • Follow event schedules and timelines.
  • Interface with clients/customers to identify their needs and ensure ultimate customer satisfaction.
  • Research, propose, and implement options and solutions to meet desired event vision and budget.
  • Plan, design, and execute event plans while managing all project delivery elements within determined time limits.
  • Organize facilities and manage all event details such as décor, catering, entertainment, transportation, location/venue, layout, invite process, media, special guests, event staff, equipment, and promotional materials, etc. as applicable.
  • Proactively handle any arising issues and troubleshoot any emerging problems pre, post and during events, remaining calm and flexible under pressure.
  • Help coordinate and direct event activity.
  • Collaborate and partner with marketing and public relation efforts to promote and publicize events.
  • Prepare and present consistent event planning status updates and reporting as requested.
  • Provide good communication, feedback, and evaluations to event stakeholders throughout the process as necessary.
  • Conduct after action reviews, proposing ideas to improve provided services and event quality.
  • Create and maintain playbooks as needed for repeatable events and/or for future reference.
  • Drive company vehicle(s) and safely transport materials to and from events and various destinations; at times using own transportation when necessary.
  • Attend special meetings, educational sessions and assist leadership in ongoing training of team members as needed.
  • Utilize office computer, office equipment (copier, fax, etc.) and a host of other software applications, including Microsoft Office Suite, Workfront and subsequent project and event management tools.
  • Assist marketing team in their overall initiatives as requested.
  • All other duties as assigned.
Education & Experience Requirements:
  • Bachelor's degree (B.A.) or equivalent from four (4) year college or technical school; or four (4) years related event coordinating experience and/or training; or equivalent combination of education and experience.
  • Experience in the field of marketing, advertising, special events planning, hotel management, hospitality and/or project management or related field preferred.
  • This position requires strong interpersonal, project management and event planning skills, enthusiasm for The Villages and all it has to offer, and the ability to problem solve to handle a variety of variables.
  • Must be able to communicate orally confidently and effectively, in writing and electronically.
  • High interpersonal skills needed along with the ability to multi-task, set priorities and manage processes and people effectively.
  • Must be proficient in Microsoft Office Suite.
  • This position is subjected to The Villages Vehicle Safety Program and its policies as it requires the use of personal vehicles for company business. Please refer to the Vehicle Safety Program for the policies and procedures that this position is required to follow.
  • A Valid Driver's License with a record acceptable to company standards is required for this position.

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