EVENTS COORDINATOR

Description

SUMMARY

The primary focus of the Event Coordinator is to support our signature events, such as The Magical Forest, HallOVeen, Camelot, The Las Vegas Great Santa Run, and the Spring Fashion Show, as well as to provide team support with any of the other Opportunity Village events scheduled throughout the year including Dessie's Table Events. The Event Coordinator will work to support the Special Events Manager by ensuring daily operational needs are met and event execution. As needed, the Event Coordinator will also support and perform manager-on-duty (MOD) responsibilities for the Magical Forest and HallOVeen. There are after-hours and weekend responsibilities for this position that may require extended hours inside or outside of the office.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assist with daily operational and administrative functions for all department needs.   
2. Collaborate with the event leadership team in the development of short and long-term department goals.
3. Independently coordinate assigned events.
4. Assist OV Event Team Members, as needed, with executing events, including Magical Forest Park buyouts, parties, and meetings held in Camelot Hall, Betty's Village, and at the Smith Family and Engelstad Campuses.
5. Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order and critical deadlines are met.
6. Help coordinate all event set-up, tear-down, and follow-up processes for each assigned event.
7. Assist with maintaining event budgets for each assigned event to ensure the event stays on budget.
8. Support with researching and negotiations of event venues, entertainers, photographers, speakers, vendors, and contracts, as needed.
9. Assist with scheduling staff, seasonal crews, and volunteers for the day of the event.
10. Conduct final inspections on the event day to ensure everything adheres to the client and customer's standards.
11. Oversee each part of assigned events to ensure it is run smoothly.
12. Coordinate with the Administrative Assistant to process all vendor invoices to ensure they are paid in a timely manner.
13. Work with event ticketing and registration web based platforms, as needed. Be willing and able to answer purchaser's questions as they arise.
14. Help with ticket and voucher distribution for each event.
15. Assist the Event Operations Manager with pull lists for supplies required to ensure items are available at the event location.
16. Properly inventory event items by tracking what is going out and coming in for each assigned event.
17. Assist with site visits for potential banquets.
18. Support foundation and event teams with curating auction and swag items.
19. Assist with pre- and post-meetings for each event to ensure all event needs are met.
20. Some travel to a variety of locations in the Las Vegas area and between Opportunity Village campuses.
21. Must be able to meet all requirements of OV vehicle use policies and travel:
    1. Between worksite locations
    2. Within the community
22. Ability to work after hours and on weekends, as needed.
23. Report suspected Abuse, Neglect, Exploitation, Isolation, and Abandonment (ANEIA) immediately as mandated by state law.
24. May be assigned other duties as needed.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

Qualifications

SKILLS REQUIRED

• Ability to communicate effectively with individuals, co-workers, and supervisors (verbal and written).
• Excellent organization, communication, negotiating, and multitasking skills.
• Must possess social perceptiveness to assess and understand other's reactions and behaviors.
• Ability to work in a fast-paced environment.
• Have a proactive, supportive approach.
• Be organized using problem-solving and project-planning techniques.
• Possess a high level of integrity and professionalism; creative, flexible, and resourceful. 
• Ability to notice and interpret workflow to assist.
• Ability to set priorities, follow through to complete tasks, work well under pressure, and maintain confidentiality.
• Computer literate.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or vendors of the business community.
• Ability to effectively present information to top management.

EDUCATION AND EXPERIENCE

• Required: High School Diploma or equivalent and minimum 1 year experience working in events or hospitality.
• Preferred: Bachelor's degree in Business, Hospitality, or related field 
• Preferred: 3 year's experience in events or hospitality.
• Preferred: Previous experience working with individuals with intellectual disabilities.

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below represent those that an employee must meet to perform essential functions of the job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

• Ability to lift and move boxes up to 40 pounds.
• Ability to sit at a computer for prolonged periods of time.
• Ability to work in a typical office environment.
• Ability to resolve multiple complex issues simultaneously while remaining calm in stressful situations.
• Ability to tolerate slight to extreme indoor and outdoor temperatures.
• Ability to endure varied noise levels from moderate to loud.
• Ability to conduct tasks and successfully perform under critical deadlines.
• Manual dexterity to operate office equipment and examine documents, records and files.
• Ability to work flexible hours, including nights and weekends.