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Job details

Job TypeFull-timeNumber of hires for this role1

Full Job Description

POSITION TITLE: SpecialEvents Coordinator

REPORTS TO: Director of Event Sales & Operations

SUPERVISES: Volunteers

EXEMPT OR NON-EXEMPT: Exempt

PERCENTAGE OF FULL TIME EMPLOYMENT: 100%

PRIMARY RESPONSIBILITY:

  • Support event planning, organizing, logistics, and execution of Event operations.
  • Provide support to the Events team in planning and executing executive, consumer, organizational, partner, and sponsor events and meetings.
  • Create/Design event looks, equipment lists, layouts, diagrams, timelines, and staffing plans for events.
  • Attend off-site networking events and/or conferences in conjunction with the Sales Manager as needed.
  • Handle Banquet Event Orders and working with Manager(s) or clients on food & beverage, rentals, etc. needs for all events.
  • Coordinate teams designed to carry out tasks involved with event preparation, event execution, and event wrap up to ensure a seamless event experience.
  • Liaison for third party Vendors, Catering, and Transportation services to ensure seamless presentation and positive brand experience.
  • Oversee set up and breakdown of all assigned events.
  • Work with the Events Team to manage the inventory, ordering, and maintaining of event supplies both owned and rented.
  • Support the overall department budget ensuring adherence along with tracking, forecasting, processing, and associated reporting.
  • Oversee the Event Volunteers for event logistics.
  • Support the Events team by continuously researching, developing and executing innovative ideas to enhance the overall event experiences for guests.
  • Process purchase orders, working with the Accounting Department to ensure accuracy.
  • Support the events team in working with clients on the overall operation of events, site visits, drop offs, etc.
  • Carrying out office duties including meeting scheduling, meeting preparation, filing, archiving and maintaining the orderliness of the office and storage spaces.
  • Implement departmental reports and administrative support as needed.
  • Perform other related duties as assigned.

EDUCATION/SKILLS REQUIREMENTS:

  • Minimum of two-year special event planning or related work experience
  • Experience in planning and implementing special events
  • Strong communication skills – written and verbal
  • Ability to multi-task, remain calm and work under pressure in a fast-paced environment
  • Strong computer skills and proficiency in word processing, database management, and spreadsheet applications
  • Strong attention to details and good problem-solving skills
  • Strong interpersonal skills and ability to deal with diverse groups
  • Excellent organizational, project management, time management skills and ability to cope with limited resources, seize opportunities and think creatively
  • Ability to work effectively as part of a team and also take initiative when the need arises
  • Demonstrate flexibility
  • Ability to work nights, weekends, and holidays as needed.

Clearwater Marine Aquarium reserves the right to revise job descriptions or work hours as required.

Job Type: Full-time

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee discount
  • Health insurance
  • Paid time off
  • Vision insurance

Schedule:

  • Holidays
  • Monday to Friday
  • Weekend availability

Work Location:

  • One location

Work Remotely:

  • No

Work Location: One location

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