Event Coordination Specialist

1 week ago

Arlington, Virginia, United States Close Up Foundation Full time
Job Description

Position Overview │ The Close Up Foundation is dedicated to providing enriching civic education experiences to a diverse group of students and educators annually. The role of the Event Coordination Specialist involves the meticulous planning, organization, and management of all hotel-related aspects for our programs. This includes fostering and enhancing partnerships with hotel venues, negotiating room blocks and meeting spaces, preparing banquet event orders (BEOs), and coordinating additional hotel services as required.

Key Responsibilities

  • Assess and coordinate hotel spatial requirements for various program components.
  • Draft initial hotel space specifications for contract negotiations and verify the accuracy of hotel agreements.
  • Curate menus and submit BEOs for the arrangement of hotel dining services.
  • Relay scheduling details to the marketing coordinator and program leaders through electronic communication and interdepartmental meetings.
  • Compile registration materials and resources for each program.
  • Support the management of onsite logistics, including electronic registration assistance for student programs.
  • Maintain strong relationships with both internal and external stakeholders to ensure seamless event service delivery.
  • Address any issues with hotel event managers to uphold service standards.
  • Act as the weekend manager on duty approximately once a month.
  • Travel periodically to assist with local program operations.
  • Be available to respond to communications outside of standard business hours during program seasons.
  • Perform additional duties as assigned.

Qualifications

  • A bachelor's degree from an accredited institution.
  • One to two years of experience in event coordination or management (preferred).
  • Experience in coordinating travel programs for students (desirable). On-the-job training will be provided based on experience level, and we are open to offering further training for the right candidate. Professional experience in hospitality and administrative skills are advantageous.
  • Exceptional verbal and written communication skills.
  • A strong commitment to customer service excellence.
  • Meticulous attention to detail along with strong organizational and time-management capabilities.
  • Proficiency in Microsoft Excel is highly preferred.
  • Ability to manage multiple responsibilities and meet strict deadlines.
  • A history of successful collaboration across departments and teamwork.
  • A willingness to work during evenings and weekends as needed.

Skills and Abilities

  • Ability to read, analyze, and interpret complex documents and contracts.
  • Capacity to respond effectively to inquiries, complaints, and sensitive customer service issues.
  • Ability to present information clearly to both internal and external colleagues.
  • Basic knowledge of mathematical concepts and accounting (preferred).
  • Capability to reconcile vendor invoices and prepare purchase orders.
  • Utilize sound judgment and prior experience to resolve issues efficiently and cost-effectively.

Physical Demands and Work Environment │ The employee is frequently required to sit, stand, communicate, listen, and use standard office equipment. Occasionally, the employee must lift and/or move up to 20 pounds. Vision abilities are essential for this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this position, the employee may be exposed to various weather conditions. The employee will receive communications outside of standard work hours. The noise level in the work environment is typically moderate.

The Close Up Foundation is an Equal Opportunity Employer.

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