Special Events Coordinator

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300 venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer. 

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations. 

If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer!

Position Summary:

The Special Events Coordinator shall be responsible for the planning, budgeting, and implementation of events as assigned by the Director of Sales and Sales Operations Manager. Under administrative direction of the Director of Sales, the Events Coordinator is responsible for assisting clients with their scheduled events. This position will be responsible for advancing, planning, communicating with both clients, vendors, and venue teams. The Event Coordinator must be comfortable in a leadership role that demands a creative, business-driven mindset and lasting relationships with clients and vendors.

Essential Functions:

• Oversee planning and execution of special events across multiple venues
• Communicate directly with the customer throughout the event planning process to learn requirements and goals, coordinate guest list and vendor specifications, and ensure all parties understand relevant information and details
• Meet with sponsors, committees, organizations, and executives as necessary to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.
• Negotiate contracts with venue personnel, caterers, hospitality staff, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives.
• Monitor and oversee events from preparation and set-up through teardown to ensure adherence to planned format, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.
• Perform post-event tasks promptly such as meeting with clients to ensure satisfaction, reviewing invoices and bills, approving payments, and documenting issues and resolutions.
• Handle promotional activities like social media, email, content marketing, and partnerships
• Spearhead internal communications with other departments like Operations, Sales, Human Resources, Product, etc. Liaise with vendors like caterers, photographers, design, audiovisual needs, etc
• Manage timelines to ensure event deliverables are on time. 
• Proactively give excellent service to event attendees and stakeholders.
• Conduct post-event follow-ups, evaluations, and relationships with vendors and sponsors.
• Work directly with Sales and Operations Manager and Director of Sales to ensure smooth transition from event booking to event advancing.
• Work with Sales Director to create a marketing budget and plan based on experience in the industry and trends.  Make action plans to market the venues specifically based on knowledge and research of clientele and location.  Communicate and initiate a relationship with the Convention and Visitors Bureaus, as well as Chamber of Commerce and other Associations that relate to promotion of local business, tour and travel to be able to market properly to get a return on investment directly to increase revenue of sales at the venues.
• Communicate with past and future clients frequently by phone, email, entertaining over meals or at events. Use a variety of techniques to develop friendly and trusting relationships with clients to maintain their valued business with the company.

Required Qualifications:

• 2-4 years of related work experience
• Experience in hospitality and food service industries
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); and ability to learn required business systems
• Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases
• Exceptional problem-solving skills
• Exceptional Customer Service skills to interface with artists, management, tenants and other high-profile persons
• Highly organized and flexible. Able to work under pressure calmly.
• Budgeting and inventory experience. Ability to handle cash and checks, figure sums and provide expense reports

AEG reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside his/her normal description.