Event Coordinator job description
Job brief
The Events Coordinator is a key role within the events team, responsible for the planning, coordination and high quality delivery of a diverse range of LGNSW corporate events, including multiday conferences, day seminars and meetings, corporate cocktail parties, award evenings including the award judging processes and small meetings.
Responsibilities
- Assist Event Managers with event logistics which include: menu selection and guarantees, audio visual RFP’s, event rentals, hotel room blocks, recruiting and confirming volunteers, videographer and photographer coordination, on-site event support, event data entry and other event production elements.
- Update Event Reports on a monthly/weekly/daily basis, as progress and commitments are made.
- Work with Sr. Event Coordinator and Event Director to determine weekly meeting schedule and necessary meeting recaps.
- Communicate with clients in a professional manner and take detailed minutes during client meetings (in person and via conference call.)
- Perform event registration maintenance including responding to attendee’s questions, making registration changes, creating discount codes, and providing updates to team members and clients.
- Work with the Sr.Event Coordinator to order event supplies and make name badge recommendations. Design name badge template in Microsoft Word based on client needs.
- Assist the Sr. Event Coordinator with registration rules/parameters (early bird rates and dates, refund and exception policies etc.) based on experience and past year’s registration data analysis.
- Work with the marketing team to ensure all event logistics and registration information in up to date on the event website.
- In-Kind partnership research and follow-up.
- Inventory supplies prior to and following each conference.
- Assist with post event recaps and thank you letters to all vendors.
- Actively use company systems to manage projects, i.e. Basecamp, Eventbrite, Google Docs, Excel, Powerpoint, and Harvest time tracker.
- Assist the Sr. Event Coordinator and Director of Events and partnership team with exhibitor logistics and manual.
Requirements / skills
- Able to work at a rapid pace while maintaining attention to detail; ability to multi-task
- Must have good supervisory skills.
- Must have good communication and ability to promote sales.
- Must be skilled in time management.
- Must have teaching and motivational skills.
- Must exhibit an excellent service attitude and be willing to go out of their way to accommodate the
- guests and exceed their expectations.
- Must be flexible and able to adjust to meet the changing needs of guests.
- Must maintain a level of professionalism and communicate effectively.
- Must show enthusiasm for the job, the restaurant and the hotel.
- Must be considerate, patient and willing to help out fellow employees.
- Must have a good self-image and be able to command the respect of fellow employees.
- Must be able to tolerate pressure and work calmly and efficiently during busy times.
- Must handle guest complaints according to policies and procedures.
- Possess the highest work ethics, personal morals and honesty beyond reproach
