Corporate Event Coordinator (Part-time)

Job Function: Responsible for the coordination of internal associate and external (client, community, partner) events and meetings. Develops and distributes all event communications, manages vendor relationships, event budgets and assures attendee satisfaction in line with CCB’s brand experience.Must have a positive team-oriented attitude with the ability to multi-task a range of events. This role will work closely with business development, corporate division leadership, financial center teams, HR, IT and facility management teams.

Essential Duties and Responsibilities:  

• Per guidance from the EVP, Marketing & Communication, design and produce events while managing all project delivery elements within time limits and on budget.
• Coordinate with facilities on a regular basis to manage all event details such as decor, catering, rentals and installation, entertainment, transportation, equipment, onsite promotional needs, cleaners, garage access, etc.
• Responsible for invite creation, distribution, rsvp management, tracking attendees and partnering with Sales to record business development opportunities for optimal ROI.
• Onsite event execution, volunteer and staff coordination; work with facility team to proactively arrange room setup (chairs, tables, etc.).
• Book talent, including musicians, bands, disc jockeys, guest speakers etc.
• Select event vendors ranging from chefs or catering companies, AV, décor etc.
• Visit any offsite venues to plan layout of seating and decorations, negotiate and secure event space.
• Work with content manager and graphic designer to develop event invitations.
• Partner with business units and regional leadership coordinating external sponsorship deliverables and tracking outcomes.
• Ensure compliance with insurance, legal, health and safety obligations along with city permits.
• Specify staff requirements and coordinate their activities, provide run-of-show timelines, host talking points and attendee bios as needed.
• Coordinate and communicate AV /data needs with IT team, coordinate pre-show run-throughs.
• Cooperate with marketing to promote and publicize events, identify, design and place any needed promotional materials.
• Proactively handle any arising issues and troubleshoot any emerging problems leading up to and including the event day.
• Conduct pre- and post – event evaluations and report on outcomes.
• Research market, identify event opportunities and generate interest.
• Conduct market research as requested, gather information and negotiate contracts prior to solidifying any agreements (subject to approval of supervisor).
• Provide feedback and periodic reports to EVP Marketing & Communications
• Propose ideas to improve provided services and event quality
• Track expenses via spreadsheet and maintain/manage budgets
• Keep inventory of event related materials including signage, stored decorations etc.

• Attends work regularly and consistently to ensure appropriate staffing needs are met in the department and the organization, and needs are met in a timely fashion
• Other tasks as assigned from time to time by supervisor or other members of management

Job Qualifications/ Required Skills and Abilities:

• BS in Event Management or related field, or minimum of three years of experience in event coordination
• Ability to attend and oversee after-hour events
• Excellent time and project management skills, ability to build productive business relationships  
• Ability to manage multiple projects independently
• MS Office proficiency (Excel, PowerPoint, Word, etc.)
• Superior communications skills, with the ability to communicate effectively and professionally at all levels of the organization
• Maintain high degree of confidentiality and integrity
• Excellent follow through, attention to detail and time management skills
• Must exhibit good business acumen
• Ability to multi-task and problems solve
• Must possess a can-do customer-service attitude/philosophy

Less than 30 hours.

On-site position