Job Responsibilities

Event Coordination

• Interact professionally by using Spare Time Service Standards (Code S.E.R.V.E.).
• Plan and assist with the design and execution of all event details including but not limited to company VIP parties, corporate holiday parties, team building outings, fundraising activities, adult or youth parties and celebrations.

• Liaise with guest to identify their needs and outline the scope of the event including budgeting, scheduling, selecting a theme or motif, recommending the menu, and conveying any additional equipment needed.
• Participate in the weekly meetings, BEO meetings, and all mandatory meetings/training.
• Coordinate logistics and communicate all event details with specific managers, departments, and event staff.
• Specify event staff requirements and coordinate their activities from the set up to the breakdown of event.
• Exercise limited functional supervision over event staff.
• Organize facilities and manage all event’s logistics such as seating, decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, and promotional material.
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
• Ensure compliance with insurance, legal, health and safety obligations.
• Conduct pre- and post – event evaluations and report on outcomes; follow up with guest on their experience.
• Provide feedback and weekly reports to Management.
• Propose ideas to improve provided services and event quality.
• Understand and utilize event planning software to maintain contact database and event details.

• Adhere to the approved pricing guidelines and negotiate contracts prior to closing any deals.

Sales and Marketing

• Research market to identify potential sales opportunities at the local level and create campaigns to capitalize on those opportunities.
• Generate new client relationships and stay connected to existing relationships through frequent exposure.

• Create community awareness by attending community activities, events, or networking meetings.
• Help conduct market research and gather information to ensure we stay competitive in the area.
• Update and oversee social media and work with GM to coordinate all PR.
• Cooperate with marketing to promote and publicize upcoming internal events.

• Other duties as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Qualifications

• Bachelor’s Degree preferred.
• Two plus years event planning experience in the hospitality or recreation field.
• At least one year of experience with inside or outside general event sales.
• Must have ability to manage their time, as well as proven organizational skills, attention to detail, and ability to work well under pressure.
• Availability to work a varied schedule based on business needs.
• Excellent oral and written communication skills.
• The ability to communicate professionally and effectively with people in the community.
• Must be an intermediate Microsoft Office user.

Work Environment

• The noise level can be loud and may contain lighting effects such as lasers and strobes.

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.

• Able to stand and walk for extended periods of time and able to lift 50 pounds.
• This position regularly requires long hours and frequent weekend work.