Event Coordinator

Plans and organizes live or virtual meetings and events for internal clients. Implements an event strategy to achieve objectives. Coordinates meeting logistics, including attendee registration, transportation, accommodations, meals, and technology. Conducts rehearsals and system checks of all equipment and connectivity. Researches and maintains relationships with vendors for event support services. Coordinates budget planning and ensures that events stay within cost projections.

Position Responsibilities:

• Manage all aspects of assigned events through their lifecycle, including but not limited to: strategy, project management, milestones, experience design and execution, budget management, registration, data management and reporting, and all other logistics within virtual, hybrid or in-person events.
• Act as internal Conference service Manager for the meeting space at our Tempe facility. Manage incoming meeting requests, scheduling, catering, room diagrams, AV and meeting room best practices.
• Deliver against established milestones to achieve stakeholder goals, contributing to long-term strategic vision and process development.
• Responsible for planning, directing, and evaluating meetings and special events.
• Tracks projects, manages vendor activities and develops new vendor relationships.
• Organizes and plans logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organization meetings and special events.
• Work with internal stakeholders, marketing partners and cross-functional team members to develop and execute short- and long-term event strategies, budgets, roadmaps, and communication plans.
• Source compelling and engaging networking and entertainment options.
• Manage all budget and related financial responsibilities, including estimates, deposits and invoicing, billing and event expense reconciliation, provide detailed post-show expense reporting.
• Add value to customer experience through critical thinking, anticipating needs and offering additional services/support, if appropriate.
• Work in a creative and innovative way to continually improve the processes around planning and producing events

What you can bring to the role:

• Provides solutions to a variety of complex technical and business matters.
• Will champion significant projects, programs and business initiatives using demonstrated creativity and ingenuity.
• The desire to consistently enhance and innovate events, bringing new ideas to the table – both strategically and in execution.
• Specialized knowledge and expertise in organizing and producing all logistical aspects of virtual and hybrid delivery modalities.
• Ability to strategically prioritize event requests and customer needs using good judgment and logical thinking.
• A successful multi-tasker that has lead several events simultaneously in a fast-paced environment
• Ability to establish relationships within a matrix organization; work with various levels of organization, including leadership
• Effective communication and presentation skills (with and to Executives, Marketing peers, and to external audiences).
• Demonstrated leadership skills.
• A highly collaborative work style with strong ability to influence and build consensus across virtual and in-person teams.
• Ability to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment.
• Ability to handle and maintain confidential information.
• Ability to quickly adapt and be flexible with changes to business needs.
• Customer-first mindset.
• Strong organization and project management skills with tolerance for ambiguity.
• Self-starter with a strong ability to execute on time and within budget.
• Strategic thinker with ability to develop and execute results-driven strategies that are aligned with business goals and objectives.
• Think strategically and creatively, with a willingness to “roll up your sleeves” to ensure flawless execution of events.

Qualifications:

• Four-year college degree (or additional relevant experience in a related field).
• Minimum 5 years functional experience including a minimum of 3 years specific experience.
• Experience with event management and/or scheduling software, preferred.
• Experience working cross functionally in a mid to large sized organization while building trust and fostering collaboration
• Advanced computer proficiency in Microsoft Office suite. Prior experience with event management registration system, EventPro.
• Ability to stand and walk for extended periods and lift, carry and move up to 40 lbs.
• Flexibility in work schedule is required to include evenings and weekends.

Benefits Include:

·      Medical, Dental, Vision, Life, Short & Long Term Disability, etc.

·      401K with Match

·      Generous Vacation & Sick PTO

Staring Salary $26-28/hr

PERA -SALT RIVER PROJECT EMPLOYEES RECREATION ASSOCIATION