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Event Coordinator

1 month ago

Jacksonville Beach, United States Generation W Full time

POSITION SUMMARY

 

Generation W Inc, is a nonprofit service organization focused on educating, inspiring, and connecting women and girls. It is dedicated to building community, bringing people together, and advancing and enhancing their lives. Generation W has developed and executes several programs, Generation W, Generation WOW and Generation WORKS and WOWsdom


The Generation WOW Events Coordinator is responsible for coordinating all aspects of the major Generation W, Generation WOW, and Generation WORKS events as well as supporting events. We’re looking for a highly skilled professional who can help make these gatherings consistently efficient, cost-effective, and memorable. The ideal candidate will be able to evaluate and negotiate with vendors, collaborate with the team in drafting service contracts, and manage communications with attendees, speakers, volunteers, and partners. Above all, the event coordinator must be comfortable in a leadership role that demands a creative, business-driven mindset and lasting relationships with vendors.


DETAILED RESPONSIBILITIES


Listed below are the major duties and responsibilities of this position:

  • Coordinate the planning and execution of all the company’s events
  • Uphold the company’s mission and vision with every event
  • Plan events with attention to financial and time constraints, keep budgets and timelines under control at all times
  • Handle day-to-day administration of events and programs, including:

- help create success goals for each event

- work with the team and partners to find the best dates for the events

- create registration platforms and manage ticket sales

- recruit and manage volunteers for the events

- plan, set up, and manage front-of-house operations (registration, vendors, raffles, catering)

- research vendors and make selections based on their creativity, quality, and cost venue, (catering, decorations, musicians, etc.)

- lock down and manage day-of logistics

- work with a graphic designer to produce event signage/materials/program

- coordinate outreach for registrations and ticket sales

- manage speakers and their arrangements

- send and track invitations and RSVPs

- plan travel to events outside of Jacksonville

- oversee event happenings and act quickly to resolve problems

·     Ensure that all financial records of the events are up to date

·     Evaluate the event’s success and submit reports

 

QUALIFICATIONS AND EXPERIENCE

 

• Experience in event planning or event coordination in a not-for-profit environment

• Proven track record of creative, successful events

• Experience working with colleagues in graphic design, sales, marketing, and communications

• Excellent organizational, communication, negotiating, problem solving and multitasking skills

• Ability to remain calm under pressure and maintain a customer-service mindset

• Excellent organizational and time management skills with a strong attention to detail and ability to prioritize and ensure that deadlines are met

• Experience in managing budgets and tracking expenses

• Highly motivated and self-driven individual. Passionate and creative professional with the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

• Leads with the mission in mind and the values of Generation W.

• Excellent verbal/written communication skills, highly effective interpersonal skills, and the ability to communicate with diverse personalities in a tactful, mature, and professional manner.

• Strong business acumen with the ability to monitor, compile, and analyze data to guide decision-making and capitalize on opportunities.

• Able to quickly establish a rapport with internal and external stakeholders.

• Ability to remain flexible and work within a collaborative and team-oriented environment.

• Demonstrated proficiency in the use of Canva, Dropbox, CRM Systems, Google Suite, and Microsoft Office programs including Word, Excel and PowerPoint.

• Bachelor's degree from an accredited college or university.

•Travel with the team members to events and meetings in the relevant markets for the indicated events/meetings.


GENERATION W VALUE SET

 

The Generation W Events Coordinator should demonstrate competence in the following:

 

• Creativity/Innovation: Develop new and unique ways to improve the operations of the organization and the events. Ability to utilize an open mindset, fluidity of thought, and ability to pivot based on changing situations.

• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

• Plan: Develop processes & and determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.

• Problem Solver: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

• Support Ethical Culture: Understand ethical behavior and business practices, and ensure that your own behavior and the behavior of others are consistent with these standards and align with the values of the organization.

• Expedited Progress: Set and adhere to ambitious timelines and project milestones without compromising quality. Continuously seek ways to accelerate progress.