Events Coordinator - Bainbridge Island - Bloedel Reserve

    Bloedel Reserve
    Bloedel Reserve Bainbridge Island

    2 days ago

    $42,000 - $65,000 (USD) per year *
    Description

    Events Coordinator

    The Events Coordinator supports the planning and execution of Bloedel Reserve's events, including community events, pop-ups, Bard performances, and the annual Garden Party, our signature fundraising event. This role is highly hands-on, managing event logistics, timelines, vendors, and on-site coordination while contributing creative ideas that enhance the guest experience. Works a flexible schedule, including evenings, weekends, and holidays, to provide essential event coverage.

    Essential Duties

    • Monitors the Events Inbox and responds to event-related inquiries in a timely manner.
    • Manages photography bookings from initial inquiry through confirmation and payment, ensuring they are scheduled in both the Reserve and Gatehouse calendars, and coordinates any special requests, such as surprise engagements.
    • Schedules meetings, appointments, and assist with purchasing requisitions, invoices, and expense reports as needed.
    • Works closely with Development, Operations, Guest Services, and external partners to ensure events are executed smoothly and align with Bloedel Reserve's mission.
    • Provides accurate and timely reporting in expense management systems (e.g., Certify).

    Vendor & Contractor Coordination

    • Assists with securing vendors for the Reserve's annual community events and processes vendor permits and fee payments for all food and beverage vendors.
    • Ensures all vendor contracts are executed in a timely manner for events and submits completed W9s for documentation for each vendor.
    • Supervises vendors on-site to ensure smooth setup, breakdown, and a positive visitor experience.
    • Assists with vendor fulfillment and maintains professional vendor relationships.

    Event Planning & Execution

    • Supports event planning from concept to execution, including idea generation, theme development, logistics, day-of coordination, and tear-down.
    • Supports planning and execution of the Solstice Walks and Annual Bard Events.
    • Supports the rebranding of the wedding website and collateral with refreshed imagery, continues to update and curate the preferred vendor list and improves vendor communication with a clear standardized vendor load in and out map.
    • Completes pre-arrangement forms and floor plans for each event and ensures information is communicated to the relevant departments.
    • Manages liquor inventory and event supplies, ensuring proper storage, tracking, and availability.
    • Provide on-site support and hospitality during events, including guest engagement, event related logistics.
    • Ensures compliance with permits, safety, and food and alcohol regulations during all events.
    • Assists with updating training materials for all event volunteers.

    Qualifications

    • 12 years of experience in event planning, hospitality, visitor services, or a related field (nonprofit/cultural experience preferred)
    • Strong organizational, multitasking, and problem-solving skills
    • Excellent interpersonal and communication skills with a hospitality-focused approach
    • Proficient in Microsoft Office; experience with event management or POS systems is a plus
    • Ability to remain calm under pressure and adapt to a flexible schedule
    • Must be available to work occasional weekends and evenings
    • Ability to stand and work on feet for an extended period, and endurance to walk, stand, kneel, bend, stoop, climb and to push, pull and lift up to 25 lbs.
    • Ability to work 20% of the time outdoors in the PNW weather
    • Must pass background check
    • Ability to work in shared office space
    • Must comply with and maintain a smoke-free and drug-free work environment

    Desired Attributes

    • Thrive in a creative environment that requires strong attention to detail and accuracy
    • Strong organizational skills with a natural talent for establishing systems and organizing workflows
    • Excellent time management skills with an ability to manage multiple priorities and communicate effectively under demanding deadlines
    • Exceptional judgement; excellent analytical and problem-solving skills
    • Team player, who is flexible and enjoys collaboration with others
    • Exemplary communication skills; ability to interact tactfully and positively with co-workers, the public, and diverse constituencies in person, over the phone, and via written communications

    Material/Equipment Directly Used

    Microsoft Outlook, Excel, and Word (Windows PC OS), WordPress, Blackbaud/Altru CRM, Greater Giving, BambooHR HRIS

    * This salary range is an estimation made by beBee
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