Event Coordinator

2 weeks ago

Chicago, Illinois, United States Vintage Nightlife Full time
Job Title: Event Coordinator & Administrative Assistant

Location: Lincoln Park, Chicago (Main Office)

Work Schedule: Full-time, with flexible hours. Must be available to attend events, show the space, and meet in person when required.

Job Overview:

We are seeking a proactive and detail-oriented Event Coordinator & Administrative Assistant to join our dynamic hospitality group. This role is central to both the planning and execution of corporate events, wedding after-parties, private gatherings, and pop-up events, as well as providing administrative and secretarial support to the team.

Key Responsibilities:
  • Event Coordination:
    • Client Communication: Respond to client inquiries via email and phone, providing detailed information about event offerings and packages.
    • Event Proposals & Quotes: Prepare customized event proposals, send accurate quotes, and follow up with clients on open proposals.
    • Event Planning: Collaborate with clients to plan all aspects of their events, including catering, entertainment, decor, and special requests.
    • Venue Tours: Schedule and conduct in-person tours of event spaces with potential clients, showcasing the amenities and unique features of each venue.
    • Event Coordination: Oversee the execution of events, working closely with vendors, staff, and clients to ensure everything runs smoothly on the day of the event.
    • Vendor Management: Coordinate with preferred vendors, such as catering companies, decorators, and AV teams, to ensure timely delivery and high-quality service.
    • Client Outreach: Actively seek out new event opportunities by contacting corporate clients, wedding planners, and other relevant partners to grow our client base.
    • Follow-up: After each event, collect feedback from clients, and handle any post-event follow-up or issues.
    • Team Collaboration: Work closely with the internal sales and marketing team to help promote event spaces and packages.
  • Secretarial & Administrative Duties:
    • General Office Support: File and maintain mail, bills, and other documents, ensuring accurate record-keeping and timely action on administrative tasks.
    • Customer Inquiries: Answer general customer inquiries via phone, email, and social media, maintaining a friendly and professional tone.
    • Business Hours & Online Presence: Keep business hours up-to-date across social media platforms and business pages (e.g., Google Business, Yelp, Facebook, Instagram).
    • Event & Pop-up Curation: Assist with curating internal events and pop-ups by brainstorming ideas, working with the design team to create marketing materials, and coordinating with ownership/management on final event decisions.
    • Social Media Support: Help coordinate and manage social media posts to promote upcoming events, pop-ups, and general business updates.
Requirements:
  • Proven experience as an event coordinator, event planner, or similar role in the hospitality industry.
  • Strong organizational skills with experience in administrative/secretarial work.
  • Excellent written and verbal communication skills with the ability to provide exceptional customer service.
  • Ability to manage multiple tasks and projects with attention to detail in a fast-paced environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with event management software or CRM tools.
  • Familiarity with social media management tools and platforms.
  • Availability to work evenings and weekends when events require your presence.
  • Outgoing personality with a passion for creating memorable experiences for clients.
Preferred Qualifications:
  • Experience with corporate events, wedding planning, or other large-scale events.
  • Knowledge of Chicago's event venues, vendors, and trends.
  • Bachelor's degree in Hospitality, Marketing, Communications, or a related field.
  • Experience with content creation or collaboration with designers to curate event themes and materials.
Perks:
  • Flexible work schedule as long as in-person duties, such as space tours and event attendance, are fulfilled.
  • Opportunity to work with a creative and energetic team.
  • Involvement in diverse and exciting events in Chicago's hospitality scene.
Salary:

Competitive, based on experience, with opportunities for performance-based bonuses.

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