Event Coordinator

6 days ago

Pasadena California, United States Hilton Pasadena Full time
Event Marketing Coordinator Job Summary

The Event Marketing Coordinator will work closely with the Event Marketing leadership and members of the Events team to support the development and production of events as well as rental events and commercial filming projects. This role oversees various projects or accounts, working with internal or external clients and others to identify project teams, assign individual responsibilities, and develop schedules to ensure meeting deadlines and timely completion of projects.

Responsibilities:
  • Manage incoming phone and email inquiries, scheduling meetings, and development and distribution of appropriate materials.
  • Sourcing vendors and managing competitive bid/RFP process.
  • Serve as a liaison between rental clients, vendors, contractors, and event/hotel staff.
  • Create training materials for event/hotel staff.
  • Oversee the implementation of rental event contracts.
  • Represent the hotel at various meetings and events.
  • Coordinate logistics of day-of-event production, including load-in and strike.
  • Arrange and coordinate security and/or special needs for events.
  • Assist with corporate partnership and sponsorship development/fulfillment.
  • Research and source new event opportunities.
  • Community relations and outreach.
Qualifications:
  • One to three years of experience in a similar role.
  • Exceptional written and verbal communication skills.
  • Organizational capabilities to support multiple projects and managers simultaneously.
  • Ability to problem solve and work independently in a changing and multi-tasking environment with numerous deadlines.
  • Excellent organizational planning and project management skills.
  • Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable, and courteous communication.
  • Demonstrated ability for accuracy and thoroughness.
  • High levels of respect for other company functions and the ability to work well with them as a team.
  • Ability to work occasional nights, weekends, and holidays.
  • Strong computer skills, especially Microsoft Office (Word, Outlook, Excel).
  • Knowledge of project development, including process mapping, budgeting, and timeline creation.
  • Demonstrated ability to coordinate cross-functional work teams toward project completion.
  • Demonstrated effective leadership and analytical skills.
  • Advanced written and oral communication skills.
  • General PC knowledge, including Microsoft Office.
  • Certification in project management helpful.
Benefits:
  • Competitive hourly rate: $22.40-$33.60 per hour.
  • Medical, dental, and vision coverage.
  • Short-term and long-term disability income.
  • Term life and AD&D insurance.
  • Paid time off.
  • Employee assistance program.
  • 401k retirement plan.

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