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posted almost 8 years ago

Job Description

Experienced, take charge professional with ability to manage administration and logistics in support of one director in a busy special events environment.

Assist with coordination of up multiple events simultaneously.

Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

Must be able to communicate effectively and have a convincing sales approach with prospective clients when we are pitching our catering and event planning services.

The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.

Event Planning and Production:

Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of our clientele.
* Aggressively gather information on each project to achieve quality event productions.
* Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
* Create and revised room layouts for each event.
* Propose new ideas to improve the event planning and implementation process.
* Serve as liaison with vendors on event-related matters.
* Assist with managing on-site production and clean up for events as necessary.
* Prepare name-tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
* Close out all events as required.

Event Administration:

* Assist with preparing budgets and provide periodic progress reports to staff directors for each event project.
* Keep track of event finances including check requests, invoicing, and reporting.
* Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
* Prepare and modify event contracts as requested

Qualifications:

* Excellent communication skills, including writing, proof reading skills, and speaking.
* Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
* Excellent interpersonal skills both in person and by phone, with high professionalism.
* Ability to accomplish projects with little supervision.
* Fantastic customer service ethic and high expectations for quality.
* Bachelor's degree preferred; significant work experience can substitute for the degree.
* At least 3 years experience with office administrative management and/or restaurant management.
* At least 1 year experience coordinating special events.
* Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Physical Requirements:

*Task involves some physical effort, i.e. some standing and walking, or light lifting and may involve extended periods of time without sitting
*While the ability to speak multiple languages is not required, the ability to communicate clearly in English is necessary

Environmental Requirements:

*While most tasks are routinely performed without exposure to adverse environmental conditions, some work may be performed outdoors in/during difficult weather conditions

Sensory Requirements:

*Some tasks require sound perception and discrimination, visual perception and discrimination
  • Location: Gainesville
  • Compensation: Salary negotiable plus profit sharing, chance to be a managing partner