What are the responsibilities and job description for the Events Coordinator position at Tulsa Literary Coalition-Magic City Books?
Position Summary
The Events Coordinator is responsible for scheduling and planning author and other events to enhance Magic City Books programs and promote fundraising opportunities.
Magic City Books Mission Statement
To foster curiosity and understanding through the love of reading and books.
About the Magic City Books
Magic City Books is an independent bookstore owned by the Tulsa Literary Coalition, a 501(c)(3) nonprofit corporation. We specialize in literary and popular fiction and narrative nonfiction for adults. We also offer carefully curated sections for children and teens. Magic City Books hosts book clubs as well as author and community events throughout the year, partnering with other local organizations to expand our reach.
Essential Duties and Responsibilities:
- Submit event grid requests to publishers.
- Study current event trends, including both author events and potential signature events.
- Lead development of signature events such as Adult Book Fair, Magic City Book Bash, etc.
- Lead development of community events such as Cookbook Swap, in-store book fairs, etc.
- Serve as the host, providing introductions and leading team, for majority of the year’s events, utilizing Event Lead staff when necessary.
- Develop relationships with partners and venues to enhance event possibilities. Negotiate cost-effective pricing and discounts with key suppliers and venues.
- Coordinate operational aspects of events, including but not limited to coordinating moderators, staff scheduling, ticket sales, physical layout, equipment needed, author green room riders, and ensuring that books and merchandise are appropriately available.
- Maintain event schedule on Teamup with all necessary details regarding event plan.
- Work with communications specialist to ensure listing and advertising on social media and other outlets is complete within required timing guidelines.
- Create and send Press Releases for events. Distribute collateral and assets for event promotion.
- Promote upcoming events in various media channels and by partnering with community organizations to cross-promote.
- Establish standardized event procedures and train staff and volunteers as required to execute.
- Coordinate event volunteers when they are needed.
- Create and maintain centralized event supplies and corresponding event supplies lists.
- Build budgets for events. Discuss budget needs with Executive Director.
- Track event performance and produce an event report after each event, total attendance, total staff/volunteer, community impact, cost, fundraising, etc.
- Prepare for and engage in weekly leadership meetings and quarterly staff meetings. Assist in presentations during staff meetings.
- Other related duties as required.
Schedule Requirements
- Flexible availability with nights and weekends availability required. For example, most shifts will be 12-9 with variances to ensure optimal event production.
- 8 hours of bookstore floor shift/week
Physical Requirements
- All positions at MCB require constant physical activity, including standing, walking, reaching and grasping. All employees are expected to climb ladders, bend and kneel to obtain products for customers and to maintain the visual appearance of the store. Employees should be able to lift up to 50 lbs.
- Must have reliable transportation and be able to transport books and supplies to offsite event locations.
Qualifications & Education:
- Bachelor’s degree in related field, preferred;
- Previous experience in event planning, required;
- Experience bookstore operations/events, preferred;
- Excellent interpersonal and organizational skills;
- Outstanding verbal and written communication skills, including public speaking, professional email correspondence, and promotional writing;
- Able to work independently and within a team environment;
- Ability to multi-task and prioritize tasks;
- Strong emphasis on accuracy and detail;
- Excellent computer skills including Microsoft Office Suite, Adobe, Canva, and social media.
Magic City Books is committed to providing equal employment opportunity to those qualified and to recruiting and hiring people in all job classifications without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity and gender expression, genetic information, marital status, amnesty, status as a covered veteran, or any other characteristic protected by law.
Must submit resume and cover letter to apply.
Job Type: Full-time
Pay: From $45,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Evenings as needed
- Evening shift
- Weekends as needed
Work Location: In person
Salary : $45,000