Job Details:
JOB DESCRIPTION
Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.
The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.
Responsible for coordinating events, including planning menus, booking musicians, putting up decorations, ordering flowers, hiring bartenders, and ensuring the event runs smoothly.
Primary responsibilities
Event Planning and Production
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Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, colour schemes, etc.) to meet the quality expectations of the alumni association.
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Aggressively gather information on each project to achieve quality event productions.
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Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
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Create and revised room layouts for each event.
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Propose new ideas to improve the event planning and implementation process.
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Serve as liaison with vendors on event-related matters.
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Assist with managing on-site production and clean up for events as necessary.
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Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
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Close out all events as required.
Event Administration:
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Assist with preparing budgets and provide periodic progress reports to staff directors for each event project.
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Keep track of event finances including check requests, invoicing, and reporting.
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Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
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Prepare and modify event contracts as requested
Primary Responsibilities
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Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.
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Calculate budgets and ensure they are adhered to.
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Book talent, including musicians, bands, and disc jockeys.
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Visit venue to plan layout of seating and decorations.
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Schedule speakers, vendors, and participants.
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Coordinate and monitor event timelines and ensure deadlines are met.
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Initiates, coordinates and/or participates in all efforts to publicize event.
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Edit and design promotional materials.
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Prepare presentations.
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Develop and oversee fundraising events.
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Negotiate and secure event space.
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Secure sponsorships.
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Work with printer and designer to develop event invitations.
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Create invitee list.
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Send out invitations and manage RSVP list.
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Manage correspondence.
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Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
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Keep inventory of backdrops, projectors, computers, and other display materials.
Qualifications:
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Excellent communication skills, including writing, proof reading skills, and speaking.
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Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
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Excellent interpersonal skills both in person and by phone, with high professionalism.
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Ability to accomplish projects with little supervision.
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Fantastic customer service ethic and high expectations for quality.
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Bachelor’s degree preferred; significant work experience can substitute for the degree.
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At least 3 years experience in office administrative management.
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At least 1 year experience coordinating special events.
If you are interested or know of someone that could be, kindly forward your CV in a word format to Leona Cassar on [email protected] or call on +356 27 204 518 for further information.
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