What are the responsibilities and job description for the Senior Event Coordinator position at Newfields?
Job Title: Senior Event Coordinator
Department: Events
Reports To: Director of Events
FLSA Status: Non-exempt, hourly $22.00 per hour
OVERVIEW
The Senior Event Coordinator will work collaboratively with the Events Manager(s) to ensure that Events at Newfields run smoothly, exceptionally, and in the spirit of Newfields’ mission and values. This position will primarily focus on growing their client portfolio, day-of-event operations including event set up, client/guest/vendor load in and load out, to all assigned events in Tripleseat with a strong emphasis on weddings. The Senior Event Coordinator will serve as the primary Events Department liaison to internal constituents relative to operations including Facilities, Custodial, Culinary Arts, and Collections Support. The Senior Event Coordinator will also have a role in the realm of weddings and private events as assigned by the Director of Events.
This role will require working evenings and weekends.
PRIMARY RESPONSIBILITIES
The following responsibilities describe the general nature of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory.
Daily Tasks and Event Operations Coordinator
Event Management
• Cultivating assigned leads through sales process, planning process, and execution strong emphasis on Weddings
• Documenting, evaluating, and revising internal workflows
• Assist with internal leads, to include assigned events from the president’s office
• Coproduce institutional events as assigned
• Co-plan events as assigned during peak periods
Finance
• Generate and manage invoicing for event-related incidents.
• Provide necessary information for finance-related inquiries.
• Report monthly LUME events to the Event Manager.
Event Coordination
• Communicate effectively with event contacts and act as a liaison.
• Represent Newfields during client-facing meetings and with external vendors.
• Oversee the day-of event planning and execution from your portfolio or as assigned
• Create event itineraries for internal and external communication.
Event Sales
• Identify and pursue additional revenue opportunities for secured accounts.
• Assist with high-volume event leads and the sales process.
• Generate and execute event contracts
• In collaboration with the events team, introduce hosting concepts to generate sales, and incentives designed around group, festival, and or event-based concepts.
• Support, plan, and or execute signature events as dictated by the president’s office. This includes but not limited to seasonal institutional events in collaboration with the president’s office and or advancement and marketing.
Projects
• Complete ownership of the wedding project code
• Document and revise best practices and action notes.
Meetings
• Attend bi-weekly security meetings, monthly Lilly House meetings, and Kahn’s Tastings as scheduled. I will revise to reflect assigned meetings/responsibilities.
To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
REQUIRED SKILLS
• Excellent customer service skills.
• Exhibit a pleasant attitude when interacting with staff, guests, and vendors.
• Ability to be a self-starter and creatively problem-solve under pressure.
• Excellent organizational and communication skills.
• Good computer skills and keen attention to detail are required.
EDUCATION AND/OR EXPERIENCE
• 2 years of customer service experience.
• Wedding experience preferred
• 2 years of event planning experience.
• BA/BS degree preferred.
PHYSICAL DEMANDS OF WORK ENVIRONMENT
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle; reach with hands and arms; climb stairs; balance; stoop, and kneel. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This job may require you to work outside in extreme temperatures and or temperatures below freezing.
Work Environment: The work environment characteristics described here are representative of those that an employee may encounter while performing the essential functions of the position. The noise level in the work environment is usually moderate. This job will require you to be around large groups of people in close proximity. This job will require you to work outside of normal working hours to include nights and weekends.
Salary : $22
