Coordinator / Director of Events - Covington, LA

Position Summary: · The Coordinator/Director of Events strategically plans, manages, and executes a diverse portfolio of events to drive member engagement, awareness, and non-dues revenue growth. This role oversees the entire event lifecycle, from concept to completion, including ...

Job description

Position Summary:
The Coordinator/Director of Events strategically plans, manages, and executes a diverse portfolio of events to drive member engagement, awareness, and non-dues revenue growth. This role oversees the entire event lifecycle, from concept to completion, including budgeting, sponsorship management, vendor management, and marketing. Serves as liaison for the Events Committee and Northshore Young Professionals.

Essential Functions:  Event Management: (80%)

1.     Coordinates all annual Chamber events (Golf Tournament, Southern Nights, Installation and Business Appreciation Luncheon, etc.) as well as monthly luncheons, breakfasts, Business After Hours and advocacy-focused events (townhalls, candidate forums, etc.).

2.     Creates and maintains Events and Sponsorship calendar.

3.     Regularly updates and maintains venue list with capacity, location and approximate rental/menu pricing.

4.     Creates and follows all event timelines and tracks attendance goals to ensure budgets are met.

5.     Works with Director of Business Development to ensure sponsorships are sold in a timely manner, and ensures sponsors receive all promised benefits.

6.     Works with Director of Communications to ensure pre- and post-event promotions are implemented according to event timelines, including accuracy of all event details for all forms of communication.

7.     Creates all event pages in ChamberMaster and ensures they display properly on Chamber website.

8.     Occasionally schedules speakers for monthly and/or annual events, as needed.

9.     Composes agendas and briefings for Chamber events.

10.  Conducts site visits for events as needed, to ensure space, technology and parking requirements are met.

11.  Develops and manages event budgets to ensure monetary goals are met. Communicates the budget projections to Vice President weekly.

12.  Tracks and accurately records event registrations and collects event income at all Chamber events, assisted by other staff.

13.  Works with event venue staff on pricing, menus, set-up and event day logistics.

14.  Responsible for event set-up and breakdown (registration tables, signage, etc.)

15.  Audits event-related invoices received to ensure that all services or products were received, and prices are accurate.

16.  Coordinates and schedules staff and volunteer event duties (event registration, photography, etc.)

17.  Works with Office Administrator to reconcile monthly and annual event financials.

18.  Tracks and reports all invoicing for annual event attendance and sponsorships.

19.  Works with Office Administrator to stay on top of past due accounts receivable and follows up when collection is needed.

20.  Creates and sends thank you notes to sponsors and speakers following events as needed.

21.  Stays on top of trends and best practices in event management.

Essential Functions: Committee Liaison: (20%)

1. Serves as liaison for the Northshore Young Professionals and Events Committees.
2. Handles all notices, minutes, and meeting preparations according to the committee checklists, in a timely manner.
3. Assists NYP committee in planning and hosting membership events.

Other Duties and Responsibilities:

Develop an understanding of membership organizations / membership recruitment and retention.

Must always remain flexible and be willing to accept other duties as assigned.

Some after-hours work required, assigned as needed.

Education:

Bachelor's Degree, although this may be substituted with related experience.

Knowledge, Skill, and Abilities:

• Proven experience in event planning, preferably in a nonprofit, business association, or corporate environment.
• Exceptional organizational skills, attention to detail, and ability to manage multiple projects simultaneously.
• Excellent written and oral communication skills
• Advanced computer skills and experience in database programs.
• Ability to lead, work in a team environment, and manage volunteers and event staff.
• Working knowledge of Chamber and St. Tammany community.
• Ability to think strategically, to understand the work of the Chamber regarding advocacy and regional partnerships, and to communicate these activities with members and prospective members.
• Ability to handle multiple assignments simultaneously.
• Ability to work with minimal supervision.
• Ability to self-motivate.
• Ability to prioritize assignments and deadlines.

Working Conditions and Physical Effort:

• Most duties are performed in typical interior/office work environment.
• Some outside work required, driving a car.
• Work performed in a variety of locations.
• Flexibility to work occasional early mornings and evenings for event execution.
• Light physical effort is required for event set-up / breakdown.