This position is responsible for ensuring that the operational needs of clients are met by mobilizing the necessary internal resources to properly set up, operate and close out events. Incumbent serves as primary contact for client and all internal departments and must be present during the execution of the event. Position requires flexible hours.
Primary Responsibilities:
Event Coordination;
- Advises, guides, counsels and meets with assigned clients as necessary regarding all event details and logistics.
- Gathers and organizes all information pertinent to the event such as scheduled and meeting room requirements.
- Respond to client inquires by either providing information or directing inquiry to appropriate internal department.
- Advises clients on the operational procedures, policies, rules and regulations and deadlines of the facility.
- Quotes prices for operational and labor services not specified in the Event License Agreement.
- Provides clear, concise and timely communication of detailed requirements to operational departments.
- Process last minute changes requested by clients, and alerts internal departments and/or service contractors as necessary.
- Must be present during the execution of the event and serve as manager on duty as required.
- Coordinate, schedule and host weekly upcoming event meeting
- Provide backup support to Director of Events on all administrative functions such as staffing, scheduling and budgetary research
Event Administration
- Prepares and distributes to client and internal departments in a timely manner an event document detailing all information required for the execution of the event.
- Maintains documentation of all contracts and correspondence related to definite sales accounts.
- Accurately inputs and updates all information pertinent to definite sales accounts into the computer.
- Prepares, reviews, and completes final event settlements. Handles subsequent inquiries regarding event settlements.
Internal Communication
- Meets with internal departments as necessary to discuss event requirements.
- Holds pre-event meeting with client and internal departments to review event requirements and logistics.
- Attends departmental meetings as required.
Other
- Assist in training new team members in event services, standard operating procedures, protocols, regulations and systems
- Performs all other duties as assigned by the Director of Event Services.
- The following lists the approximate percentage of time devoted to each area of responsibility.
65% Event Coordination
25% Event Administration
10% Internal Communication
Working Conditions:
- Substantial standing and walking, sitting at computer; not substantially exposed to adverse conditions.
- Perform office related functions in standard office setting.
- Activities occur both inside and outside the Center; some seasonal cold, heat and humidity
- Must be able to work long hours, weekends and/or nights as events dictate.
Knowledge, Skills and Qualifications:
- Two years experience in the operation and execution of conventions, trade shows, and/or corporate meetings is required.
- Bachelors/Associate degree required.
- Must be able to effectively manage many conflicting priorities at one time
- Excellent communication skills
- Must be able to work under limited supervision.
- Ability to work in a team environment and interact with all department levels and staff
- Excellent organizational skills
- Excellent problem solving and decision making skills
- Professional presentation, appearance and work ethic
- Computer knowledge includes word, excel, Microsoft Outlook, Ungerboeck, Social Tables
NOTE:
The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.
LEGENDS GLOBAL is an Equal Opportunity/Affirmative Action employer and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.
