What are the responsibilities and job description for the Events Coordinator position at Flint & Genesee Group?
Description
Position Summary:
Responsible for planning, coordination management, and execution of all aspects of events planned by the Flint & Genesee Group and its divisions.
Principal Duties and Responsibilities:
1. Manage and assist with the logistical and operational needs of all Group events and division-specific events, as needed.
a. Examples of events include but are not limited to monthly luncheons, networking open houses, professional development workshops, golf outings, and large special events
2. Work with Group staff to develop and execute Run of Show for events
3. Serve as primary point of contact between Group staff and vendors for assigned initiatives, and synchronize details with Run of Show/Agendas
4. Coordinate with leaders on budgets and setting and achieving goals for assigned events. Manage expenses to budget, and track and provide event budget reports, including expense summaries and credit card reports.
5. Coordinate with Marketing & Communications, IT, and Finance departments to ensure appropriate information is received and aligned for overall event management.
6. Responsible for building relationships with vendors, completing the bid process with vendors for all organizational events, and working with vendors throughout the event planning process.
7. Ensure contracts are reviewed, signed, and terms are executed, as well as payments processed for vendors
8. Support monthly networking events; including but not limited maintaining RSVPs and coordinating check-in.
9. Recruit and oversee volunteers and staff for events.
10. Lead/convene internal meetings regarding event planning and post-event debriefs
11. Conduct site visits, recommend venues, and negotiate venue contracts for events.
12. Coordinate food/catering, supplies, rentals, event giveaways, transportation, signage, and maintain inventory of frequently needed supplies.
13. Handle any licensing or permit needs, such as municipal event and street closure permits and liquor licensing.
14. Lead or support, as needed, onsite event set-up and clean-up; ensure events are running smoothly and be responsive to issues that arise.
15. Collect and report event data (registrations, participation, etc.) and document activities through photos or other means, for reporting and promotional purposes. Maintain internal list and calendar of events across Group
16. Other responsibilities related to event management and coordination as requested by direct supervisor.
Primary events include, but are not limited to:
Four (4) annual major Group events
- Flint & Genesee Group Annual Meeting (spring)
- Flint & Genesee Chamber Annual Golf Classic (early summer)
- Hot Dogs & Hot Rods Member Appreciation Cookout (late summer)
- Flint & Genesee Art of Achievement Awards (fall)
· Monthly Flint & Genesee Chamber Luncheons
· Periodic committee meetings across divisions
· Professional development workshops (2-6 monthly)
· Constituent/grantee gatherings
· Special events hosted by divisions, such as Be a Tourist in Your Hometown, and Summer Youth Initiative celebration
· Meetings with constituents, retention clients, and prospects
Requirements
Minimum Required Knowledge, Experience, Skills and Abilities:
1. Associates or Bachelor’s Degree in Marketing or other related field preferred; or three (3) years of event planning experience for small to large events.
2. Certified Meeting Planner Certification.
3. Proficient in Microsoft Office
4. Strong organizational skills and the ability to handle multiple tasks and requests from multiple Group team members simultaneously.
5. Ability to effectively communicate both orally and in writing.
6. Ability to work non-traditional work hours as needed to support events.
7. Ability to work with minimal supervision.
8. Ability to lift and carry up to 35 pounds.
