Events Coordinator - Part Time & Temporary

POSITION SUMMARY

The Events Coordinator works collaboratively with the Events team members. This position is responsible for coordinating and supporting national and regional events (both virtually and in-person) for member retention, member acquisition, networking, and special projects. Independent thinker, good decision maker, creative, highly organized and detail oriented. Can-do attitude, service focused, professional, mature, polished and comfortable interacting with C-level executives.

THE COMPANY 

Vistage is the world’s largest CEO coaching and peer advisory organization for small and midsize business (SMB) leaders. We offer the most effective approach for SMB enterprises to achieve better results and grow faster and for SMB leaders to maximize their impact. 

The 45,000 members we serve are CEOs, owners and executives of SMB organizations located across the US and in 40 countries worldwide. These SMB executives spend a day or more with Vistage every month, immersing themselves in our comprehensive platform to become better leaders, make better decisions and achieve better results. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), as well as deep insights from subject matter experts.

Vistage was founded more than 65 years ago, and we’ve grown every year since then by innovating to stay on the cutting edge of business and relentlessly delivering value to our members. Our success is demonstrated by Vistage member companies growing 2.2 times faster than non-Vistage peer companies. Learn more about us at www.vistage.com. 

RESPONSIBILITIES

• Responsible for all planning logistics and implementing all aspects of assigned Events.
• Manage own work flow, deadlines and make decisions necessary to ensure event success.
• Works with venues to check availability and reserve space. Request menus, diagrams and hotel/venue information.
• Coordinate email communications, collateral, event agendas, post event surveys and timelines.
• Research and coordinate various event vendors such as audio visual, photographers and entertainment, etc.
• Provide research when needed to explore event related options such as give-away items, cost comparisons, vendor alternatives and provide cost-saving ideas.
• Daily use of event software to build registration websites, update information, RSVP management and generate reports.
• Coordinate the shipping and receiving of event and/or marketing related materials.
• Maintain planning documents, tracking and reporting tools for program evaluations and measurement.
• Assist in the management of sponsors/exhibitors on-site at events, where appropriate.
• Direct interaction with members, Chairs, executive team and speakers relating to events. Provide excellent, professional service to everyone who interacts with the Events department.
• Work cross functionally with other departments on event related projects.
• Project manages assignments from start to completion and be flexible when direction needs to shift.
• Strategically think through projects and not just execute on them.
• Other event planning/project management duties as assigned.
• Available to work on-site at events as needed. 

QUALIFICATIONS

• 2-3 years experience as a corporate events professional with experience in an event planning position.
• Experience working with high level clientele and executives.
• Exceptional organizational, verbal, written communication and presentation skills.
• Strong Microsoft Word, Excel and PowerPoint Skills.
• Must possess a valid California Driver’s License.

WORKING HOURS, TRAVEL, AND TRANSPORTATION EXPECTATIONS

• Exercises self-initiative to assist the event department and fellow co-workers.
• Must be able to respond to unanticipated situations and shift priorities at a moment’s notice in a fast pace office environment remaining calm in challenging situations.
• Must have the ability to deal with confrontational situations in a calming manner. Must conduct and respond to any feedback or problems in a manner that is consistent with the values and mission of Vistage.
• This job requires a high degree of organization and accuracy with excellent written and verbal communication skills.
• Set up and breakdown event displays, banners and exhibits.

PHYSICAL DEMANDS

Physical demands are representative of those that must be met to successfully perform essential functions of this job.

• Ability to lift, move and carry boxes, displays or other items up to 50 pounds.
• Unpack, assemble and breakdown displays, climb ladders and stairs, bend and stretch.
• Work in environments with dim to dark lighting and moderate to loud music.

TOTAL COMPENSATION RANGE

$25 - $30 Hourly (salary based in San Diego, CA)

JOB LOCATION

Hybrid in San Diego; 2 days onsite, 3 days offsite

Salary : $25 - $30