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Event Services Coordinator

2 months ago

Dallas, Texas, United States Stagen Leadership Academy Full time

About the Organization:

Stagen Leadership Academy, located in Dallas, Texas, is a mission-driven institution focused on developing leaders who prioritize long-term personal growth and leverage their organizational roles for meaningful change. Through commitment, relationship building, courage, practice, and connection, Stagen harnesses the potential of what can be achieved over time, empowering its leaders to do the same. Founded on the belief that every individual possesses the potential for greatness through self-awareness, Stagen's programs aim to enhance a leader's capacity for wisdom, compassion, and courage.

Position Overview:

Stagen Leadership Academy is seeking an Event Services Coordinator to become part of their dynamic, enthusiastic, and rapidly expanding team. The Event Services Coordinator will play a crucial role in delivering operational, customer service, and hospitality support for both Clients and the Internal Team. Stagen caters to members from a wide array of companies, industries, and thousands of employees, necessitating a strong sense of commitment and accountability. This position reports directly to the Business Operations Manager.

Key Responsibilities:

Conference Center Management (45%):

  • Open or close the Conference Center daily, including managing coffee service, cleaning dishes, and disposing of leftovers.
  • Ensure a client-ready environment at all times.
  • Inspect meeting rooms prior to events to confirm proper setup.
  • Manage inventory of perishable and non-perishable items.
  • Restock the refrigerator and snack area as needed.
  • Oversee inventory for conference center supplies and liaise with vendors to ensure availability.
  • Submit monthly expense reports to Accounting.
  • Suggest enhancements to Conference Center operations and client experience.
  • Maintain a professional appearance in accordance with a business casual dress code.

Reception Duties (35%):

  • Greet Stagen clients and visitors, setting a welcoming tone for their experience.
  • Serve as the primary contact for incoming calls, providing information and transferring calls as necessary.
  • Guide visitors to the Conference Center, meeting rooms, or team member offices.
  • Assist visitors with their needs, such as coffee or Wi-Fi information.
  • Deliver high-quality service based on established standards.
  • Update the Chalkboard Calendar in the Lobby.
  • Receive and distribute incoming deliveries to the appropriate parties.
  • Coordinate appointments for space viewings with the Event Manager.
  • Schedule internal and external events in the Conference Center, documenting on calendars in collaboration with the Event Manager.
  • Collaborate with the Business Operations Manager on special projects related to maintaining the Academy.
  • Manage incoming mail and its distribution.

Hospitality Support (10%):

  • Assist the Event Manager with coverage for any non-program related events.
  • Participate in the Hospitality Weekly Rhythm Meeting.
  • Ensure the catering kitchen is organized and clean.
  • Load and unload dishes, polish glassware and silverware, and fold towels and linens for daily use.
  • Reset rooms as necessary to maintain readiness for Academy activities.

Stakeholder Engagement (5%):

  • Foster positive relationships with key stakeholders.
  • Ensure all equipment is functioning properly (A/V, catering equipment, etc.), contacting vendors for repairs promptly and updating the Business Operations Manager as needed.

Required Qualifications:

  • Strong attention to detail and follow-through.
  • Proficiency in MS Office Suite.
  • Ability to balance results delivery, problem-solving, and client management.
  • Excellent communication skills (verbal, written, and presentation).
  • Minimum of one year of prior customer service experience.
  • Ability to perform under pressure.
  • Strong organizational abilities.
  • High School Diploma or GED.

Preferred Qualifications:

  • Skills in calligraphy.
  • Bilingual capabilities.

Disclaimer: Stagen Leadership Academy is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status, or disability (in compliance with the Americans with Disabilities Act) regarding employment opportunities.