Title: Event Coordinator
Status: FTE - Exempt
Location: Seattle
Reports To: Program Directors
Summary of Position
Develops, prioritizes, and implements project plans for large scale educational events, including but not limited to reviews and selection of venues, maintaining adherence to budgets and contract requirements, and achieving the overall objectives of the program. Reports to the Program Directors.
General Description of Practices
Researches and assesses the appropriateness of hotels, meeting sites, and special event venues; provide recommendations.
Directly liaise with Program Directors, to plan events. Negotiates contracts and maintains relationships with preferred external vendors such as production companies, promotional vendors, and printers to ensure quality, timeliness of deliveries. Setup meeting agendas, organize materials, and contract venues.
Oversees all aspects of event process including: site selection, contract budgeting, audio/visual, food and beverage planning, transportation, security, pre-registration, coordinating the attendee confirmation process, vendor management, and onsite registration. Provides project status updates.
Manages the logistics, delivery and dissemination of materials needed for events.
Creates and maintains various reports including budget and expenditure reports. Completes meeting budget reporting. Oversees meeting and event expenditures for effective budget control. Compiles estimated cost models, submits final budget, tracks budget statistics, and prepares management reports.
Determines appropriate responses to problems and emergencies.
Willing to travel and work evenings and weekends.
Basic Qualifications
4 or more years event planning, meeting management experience.
Sound project management experience.
Excellent written and verbal communication skills.
Excellent customer service.
Ability to work as part of a fast paced, dynamic team.
Adept in Microsoft Word, Excel, PowerPoint, and Outlook.
Preferred Qualifications
Bachelor’s degree in Event Management, Marketing, or Communication and 2 or more years marketing or communication experience in an industry with proven success.
High level of intuitiveness and self-motivation, team player with positive, can-do attitude. Works well in group-problem solving situations.
Generates creative solutions.
Identifies and resolves problems in a timely manner.
Completes projects on time and on budget.
If interested, please send a cover letter with resume and salary requirements to this posting with "Event Coordinator - Seattle" as the subject line.
Location: Seattle
Compensation: This position is full time with benefits. Salary commensurate with experience.
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