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Event Coordination Specialist

2 months ago

Detroit, Michigan, United States Visit Detroit Full time
Job Overview

Position Title: Event Coordination Specialist

Role Objective:

This role is accountable for the comprehensive planning and execution of all events related to Customer and Partner Services, including but not limited to significant gatherings such as the Annual Partnership Meeting, the Rose Awards Ceremony, and various community engagement events. Additionally, this position will oversee supplementary events pertinent to the Customer and Partner Services division.

Employee Benefits:

Visit Detroit provides a range of benefits tailored to support your health and financial security. Our benefits are reviewed annually to ensure optimal coverage, network access, and affordability for our team members. Alongside health and welfare benefits, employees enjoy 11 paid holidays each year, plus an additional floating holiday, with opportunities to accrue extra time off through employee referrals. New hires receive a combined Paid Time Off allocation of 17 days annually, prorated based on the anticipated duration of employment within the calendar year. We also offer up to 4% matching contributions for 401(k) plans after a minimum waiting period, with full vesting upon entry. Parking expenses are covered in a nearby facility.

Preferred Qualifications:

  • Over 7 years of experience in event coordination.
  • Experience in the hospitality sector and possession of a CMP certification.

Minimum Qualifications:

  • A bachelor's degree in Hospitality, Business, or a related discipline, or equivalent professional experience.
  • 5 to 7 years of event coordination experience.
  • Experience in overseeing the work of contracted service providers.
  • Intermediate to advanced proficiency in computer applications, particularly MS Office Suite, including Outlook, Excel, PowerPoint, and Canva.
  • A valid Michigan driver's license without restrictions.

Key Responsibilities:

  • Collaborate with the Vice President of Customer and Partner Services, the Partner Services team, and the Convention Services Manager to plan and execute all events associated with the department.
  • Identify and implement strategies, communicate effectively with internal and external stakeholders, and recommend optimal approaches for successful event execution.
  • Oversee and assess the implementation of designated events against established objectives, including theme development, registration management, timeline creation, vendor contracting, execution supervision, and participant follow-up to gauge satisfaction and identify areas for enhancement.
  • Engage with clients to plan, organize, and execute hosted events in the Detroit/Metro-Detroit area.
  • Foster collaborative relationships with the Marketing, Communication, and Sales teams to ensure successful event outcomes.
  • Negotiate event contracts with suppliers and vendors.
  • Maintain budgets and reports for all assigned events in conjunction with the project owner, tracking expenses to remain within set budgets and processing payments as necessary.
  • Conduct pre-event meetings with involved staff to clarify roles and responsibilities.
  • Facilitate post-event meetings to review successes and lessons learned.
  • Perform site visits to venues for planning purposes.
  • Effectively manage volunteer teams during events.
  • Collaborate with the Marketing Department on design elements, event signage, and other materials to ensure alignment with the Visit Detroit brand.
  • Integrate consistent branding messages across all events and programs.
  • Work with event suppliers as needed in various markets and interact with clients regarding travel and accommodation arrangements.
  • Commit to promoting diversity, equity, and inclusion within the company culture and operations, actively contributing to a welcoming environment for all employees and stakeholders.

Additional Duties:

  • Seek discounts and complimentary resources from partner organizations to deliver high-quality events at minimal costs.
  • Propose themes, copy, and graphic designs for event marketing materials, including invitations, signage, and gifts.
  • Establish and maintain positive relationships with partners and vendors.

Required Knowledge, Skills, and Abilities:

  • Understanding of venue capabilities, capacities, and setup procedures.
  • Ability to create planning and execution timelines, as well as itineraries, within a predetermined schedule.
  • Capability to develop innovative themes and effectively communicate them to others.
  • Strong public speaking skills and the ability to direct group activities.
  • Ability to work independently when necessary.
  • Willingness to travel occasionally.
  • Flexibility to work early mornings, evenings, weekends, and holidays as required.
  • Ability to perform essential functions that involve extended periods of reading and typing on a computer.
  • Excellent communication skills, both verbal and written, in English.
  • Proficient in organizing, prioritizing, and managing multiple assignments simultaneously.
  • Ability to think creatively and manage effectively in a fast-paced environment.
  • Ability to build and maintain effective working relationships with supervisors, peers, colleagues, and external stakeholders.
  • Maintain a positive and professional demeanor, appearance, and behavior even in challenging situations.
  • Ability to work effectively in both remote and in-person settings; proficient in using video conferencing tools and other remote work technologies.

Working Conditions and Physical Requirements:

  • Office work involves extended periods of sitting or working at a desk and/or repetitive typing motions on a computer.
  • Ability to stand and/or walk extensively for work-related assignments and events.
  • Occasional travel may be required based on business needs.
  • Ability to lift, push, or carry up to 40 lbs. occasionally.

The above description is intended to convey the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements and does not imply a contract.