Job details
Job Type Full-time
Number of hires for this role 1
Benefits Pulled from the full job description
Health insurance
Dental insurance
401(k)
Paid time off
Vision insurance
401(k) matching
Employee discount
Full Job Description
POSITION TITLE: Special Events 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
