EVENT COORDINATOR

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Overview:
The Event Coordinator is involved in all stages of planning and managing an event. This individual will be a detail orientated, self-directed professional, committed to playing a key role in the creation and planning of purposeful events according to the organization's needs and vision.

Responsibilities:

• Plan, coordinate, execute and review smaller special events and regional events.
• Research, propose, and secure venues for functions based on budget, geography, accessibility, aesthetic appeal, and availability.
• Contract for services from vendors including caterers, parking services, photography, etc.
• Prepare formal briefing materials with final details for event hosts.
• Develop staffing plans to ensure quality standards are met.
• Travel to some assigned regional events to provide on-site support and management, working with staff, administrators, and hosts.
• Collaborate with the appropriate coordinators in the creation and final production of all events.
• Determine benchmarks for success prior to each assigned event, evaluate their effectiveness after the event, and incorporate improvements in future planning.
• For recurring events, recommend revisions to the event plan for future versions as appropriate.
• Maintain master event files and documentation to aid in planning and executing future events.
• In coordination with supervisor, develop and manage budgets for assigned events.
• Negotiate all financial commitments for delivery of products and services by outside vendors for assigned events using purchasing policies.
• Verify invoices and arrange for payment of approved event expenses.
• Ensure event stays on budget, monitoring financial commitments during lead-up to event and making alternate arrangements if cost overrun appears likely.

Qualifications:

• A high school diploma is required; a bachelor’s degree is preferred- but not necessary.
• Significant professional event management experience may be substituted for a formal degree, preferably in a non-profit setting.
• Experience in planning events.
• The ability to interact with executive-level administrators, government officials, donors/prospects, alumni, and development staff with an understanding of protocol and confidentiality is required.
• The ability to occasionally travel and work nights and weekends is required.

Anticipated Time of Involvement:

3-5 hours a week estimated