Event Coordinator

About SCC

Most people are familiar with the Seattle Convention Center (SCC) because we host a large variety of meetings, events, and conventions. That is the primary role we play – the Center provides a venue in which people gather from around the region, the nation and the world to share ideas, celebrate and learn.

But our role goes well beyond that. The Center has a longstanding commitment to positively impact the lives of those in our region and beyond, advancing the common good. The legacy of our civic actions for the community holds as true today as it began over three decades ago. Read more about our Community Impact here.

Employees are the heartbeat of this extraordinary service culture and contribute to our collective success. This will be even more evident as we scale our operations to support two buildings, Arch and Summit, in the vibrant core of downtown Seattle.  

Position Summary

Responsible for the successful coordination and onsite support of assigned events within the SCC, including but not limited to gathering of event information from clients and client contractors, effectively communicating information through written correspondence, oral communication, database entry, preparation of reports, creation of diagrams and event planning documents. Track and produce financial and invoicing records for assigned events. Develop and maintain effective relations with clients, contractors, and employees. Provide indirect supervision of staff on event days.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

• Provide coordination and administrative assistance to the Event Management team for work order entry and onsite support of large-scale events
• Coordinate and execute assigned banquet, regional, local, and internal events
• Prepare diagrams, agendas, staffing schedules, signage plans and similar documentation for events
• Assist the SCC events staff with site tours, planning meetings and other long term planning activities for assigned clients. Become involved early in the planning process to respond to client questions and requests
• Upon completion of the client's initial contract, serve as the primary contact for assigned clientele prior to, during and following the events, communicating all relevant information to the appropriate operations departments and SCC Service Partners. Monitor results to satisfy the client and hold to SCC standards
• Prior to and throughout the event, assist the client with an understanding of their event requirements (i.e., audio-visual, food & beverage, telecom, and electrical requirements)
• Within established guidelines and time frames, enter all event requirements and related information into the established SCC event management system, and ensure the dissemination of such information to all operating departments and Service Partners
• Support the execution of crowd management plans. Take necessary actions to ensure the safety of all building users and patrons
• Educate clients and vendors of building Rules & Regulations in advance of the event and enforce these policies during events
• Guide clients and contractors through the floor plan approval process. Review all floor plans prior to submission to the Seattle Fire Department to ensure highest rate of approval on first submission
• Support and monitor the use and operation of digital and other branded facility signage.
• Complete pre and post building inspections with client to ensure that any event damage is communicated to the client prior to event settlement
• Submit required financial information prior to, during and immediately following assigned events within the established time periods. Review all financial requirements and timely payment of advance deposits from Service Partners
• As needed, exercise indirect supervision over SCC and partner staff in the absence of their department managers or supervisors. Properly communicate with each department manager or supervisor regarding actions taken in their absence
• Perform all duties in a professional productive manner, in adherence with the Quality Service Program, to ensure the successful operation of the SCC
• Work as needed to accomplish department responsibilities, typically averaging 40 hours per week including possibly working extended hours in a day, anytime of day/night, weekends and holidays. Remain available/on-call via company provided cell phone or radio 24 hours per day during assigned events
• Perform miscellaneous related duties as directed by the Director or Assistant Director of Event Services
• Requires ability to successfully work with a high degree of flexibility and patience; as well as the ability to work closely with staff throughout the facility while maintaining a productive, team-oriented relationship
• Must be able to achieve CPR and First Aid Certification within 6 months of hire, as provided by SCC

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to see, talk, hear, sit, stand, walk, and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Minimum Qualifications:

• One (1) year of direct experience coordinating events, trade shows, public events, and meetings in a hospitality setting
• Associate Degree in a relevant field of study

Preferred Qualifications:

• Two (2) years direct experience within the hospitality/convention meetings industry
• Familiarity with Momentus Event Management software, or a similar application.
• Bachelor's degree (B. A.) in a relevant field of study

*An equivalent combination of education and experience will be considered.

Benefit Highlights:

• Pay: $66,930.00 - $100,395.00/year based on experience and qualifications. 
• Paid Leave benefits 
• Vacation (12 days in first year)

• Paid holidays (11 set by SCC, 2 personal)
• Medical, dental and vision insurance? 
• Life insurance? 
• 457(b) retirement savings plan 
• Subsidized transportation and parking benefits

Schedule: Typically, Monday to Friday. Flexibility to work evenings/weekends dependent on event schedule.

Work Location: Seattle, WA 98101. Hybrid schedule with 1-2 days per week remote available after 90 days of employment.

Disability Accommodations and Equal Employment Opportunity

If accommodations are required either to complete the application process and/or attend an interview, please contact the Human Resources Department at 206-694-5038.

Washington State Convention Center is committed to the policy of equal employment opportunity and nondiscrimination on the basis of race, creed, color, national origin, sex, marital status, sexual preference, orientation, gender identity, genetic information, pregnancy, age, religion, veteran status, military status, disability, or any other status protected by law.

Notes on the Application Process

• This position will remain open until filled. Review of applications will begin immediately
• Only applications submitted directly to Seattle Convention Center’s jobs page will be considered; applications submitted via external websites and applications will not be received
• A current resumé may be submitted in lieu of filling out the attached Application for Employment only if it includes accurate dates – including month and year – of both previous employment and any relevant experience/education history.
• In the event your application is selected for interview, a hiring representative will reach out via your provided phone or email contact information. The final hiring process will involve employment reference checks and a criminal background check

Salary : $65,479 - $102,311