Event Coordinator

Job Title: Event / PD Coordinator

Reports To: Diana Mainieri, Senior Director of Program Development

Location: Central Florida – Orlando-Based Office

A BRIEF SUMMARY OF THIS AWESOME JOB:

Do you have experience with contracting and sourcing meetings and events, and love the detail work involved? Do you have an incredible eye for detail, finding typos in news article and menus? Perfect! This role is responsible for assisting with detailed event proposals, client and vendor contracts, and hotel/venue sourcing and contracting. Primary tasks include assisting in the development of event proposals, editing and proofreading of company products and communication across all departments, hotel sourcing (through Cvent), assisting with cost estimates and budget development, assisting with pre-operations vendor and client communication, and vendor vetting and contracting. This role interacts regularly with hotels, venues and other suppliers to strengthen GET’s relationship and negotiate vendor contracts. Primary responsibility is to the Program Development department, but this role may occasionally support the Operations department to prepare for upcoming programs. Duties will vary, but onsite support and some travel will be required. In summary, we need a sharp, fun, energetic team member to help us design, plan, propose and contract a multitude of events — from one-night galas to multi-week conferences for 10,000 people. We promise you won’t be bored and you will have fun!

SOUNDS GREAT! BUT WHAT DOES THE JOB REALLY ENTAIL?

The Bulk of the Job:

· Eye for detail! Edit creative content, program proposals, presentations and collateral

· Ability to research special events, utilizing the products of existing and new vendors 

· Help to research, design and propose individual elements or events for a larger convention or conference

· Assist in managing contractual provisions for hotel and vendors

· Eye for detail! Ensure accurate and professional communication between client, hotel, vendors and GET

· Help to prepare client and vendor correspondence, as well as in-house communications

· Assist with cost analysis, and work within budget constraints

· Eye for detail! Edit and proofread communication and documents/spreadsheets from all departments

· Work closely with hotels and vendors (overall supplier-partner management)

· Work with Accounting and GET management to ensure proper tracking and follow-up for invoicing

· Report weekly to Sr. Director of Program Development and provide updates, as requested

· Perform other tasks/duties as management deems appropriate to meet business needs

· Work quickly and efficiently under high-pressure situations, all while maintaining an eye for detail 

· Occasionally travel onsite to assist the Operations department with large-scale events

· Remain current on industry trends and technology

· Participate in proposal/event design and generation

YEP, THAT’S ME!:

Ideal Candidate:

· Located in Central Florida (primarily remote work environment)

· Bachelor’s degree preferred

· Three years minimum industry-related experience — this is not an entry level position

· Impeccable editing and proofreading skills 

· Excellent verbal and written communication skills, as well as time-management skills

· Incredible attention to detail, multitasking abilities and ability to meet tight deadlines 

· Strong computer skills required; must have ability to learn and work in a Mac environment and ability to use a number of cloud-based applications (Slack, Monday, etc.)

· Having a creative eye and Keynote proficiency a huge plus

· Must be able to travel 

· An understanding that the workday doesn’t always end at 5:30 p.m. when there’s a deadline involved 

· Ability to maintain effective and respected work relationships with other employees and management

Benefits:

This is a full-time salaried position, and includes health care benefits (medical, dental and vision), a 401k plan, and generous vacation plan.  

Physical Demands:

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. While performing the duties of this job, the employee is regularly required to use a computer for long periods of time. The employee is frequently required to sit. The employee is occasionally required to stand and walk quickly over many hours at a time. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus and correctly transcribe numbers.

Work Environment:

This is a remote position (aka work from home!), but our team loves getting together, and the Orlando-based staff traditionally meets in the downtown Orlando office one day a week. This role requires some travel and the ability to work in a team environment. Please note, the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.