Job Description:
This position is responsible for facilitating the coordination of monthly, quarterly and annual events of the Chamber. Duties include budget management, volunteer coordination, monitoring event registrations, ticket sales and sponsorships. This position works with Chamber board members, staff, ambassadors, volunteers, event sponsors and vendors.
Duties and Responsibilities:
- Organize the bi-monthly Business Card Exchange and the monthly Business and Breakfast events
- Plan all Young Professional events and programs and coordinate with regional organizations for partnered events
- Run monthly Jefferson Chamber Young Professional Committee meetings as the staff liaison to the Young Professionals
- Facilitate the planning process for all major annual events which include: Annual Meeting, Gala, Crawfish Boil, Golf Tournament, Grand Prix, and Tour de Jefferson & LiveWell Fest
- Work with Director of Investor Relations & Special Events to manage resources within each event budget ensuring goals are met
- Identify and contact potential vendors for job estimates
- Confirm events details with contracted vendors 2 weeks prior to all events
- Record attendee reservations and collect registration charges for all Chamber events, assisted by other staff when necessary
- Register sponsors for events as confirmed with Director of Investor Relations & Special Events
- Coordinate logistics for sponsor benefits as needed (t-shirt sizes and color selections, promotional products, etc.)
- Arrange for photos to be taken at Chamber events and functions
- Track and report all invoicing for event attendance and sponsorships, excluding registrations for annual high investor agreements
- Responsible for assisting with the collection of all outstanding accounts receivable after all special events with Administrative Assistant-Finance
- Organize volunteer positions for each event- design volunteer roles and manage all volunteer sign-ups and communication
- Attend all site visits throughout the event planning process and help build and dismantle event venues
- Update Chamber database/make corrections to members email addresses as needed
- Answer calls, identify needs, and transfer calls appropriately
Knowledge and Skills:
- Bachelor’s Degree required
- Sales experience preferred
- Experience working at events required
- Basic computer skills in Microsoft and database required
- Detail oriented
- General understanding of office work and equipment
- Excellent oral communication skills
- Excellent interpersonal skills
- Excellent negotiating skills
- Ability to be flexible with regard to business hours and accepting new responsibilities
- Ability to handle multiple assignments simultaneously
- Ability to lift/carry all event supplies
- Ability to communicate and delegate all event responsibilities and collaborate with a team
- Basic understanding of telephone etiquette skills
- Excellent listening skills
- Ability to work in a team environment and across many positions to achieve the goals of the organization as a whole
TO APPLY:
https://worknola.com/job/320602/special-events-coordinator
