Event Coordinator

About the Role 

As the Event Coordinator, your contribution to the organization will be to support the delivery of an exceptional guest experience atestablished financial margins for your team’sportion of assigned events. You willassist with a variety of processes during theplanning, on-site execution, and post event debrief.You will also work collaboratively
to support overall initiatives to deliver exceptional guest experiences at all events globally. 

CoreResponsibilities  

Guest Experience and Event Management 

• Support the planning and on-site delivery of your function (hospitality/logistics) for 12+ events annually 
• Physical and digital ticket management such asreceiving, inventory checks, assigning seatlocations and distribution. 

• Fulfillmentof guest ordersthrough an in-depth, multi-step process including building excel reports,generating shipping labels, interfacing with suppliers, quality control checks, packing and assembling parcels,
  creatingdetailed documentation, etc. 

• Coordinatingwith the internal graphic design teamto produce required assets such as credentials, signage, large format graphics, etc. 
• Significant amount of scheduling and timeline management forbothguestsand staffacrossfulfillment, transportation, hotel check ins,tours, and experiences, etc. 
• Vendor/supplierselection, negotiation, contracting, and ongoing management for services such as transportation,staffing services,gifts,etc. 
• Obtainingappropriate permits, licenses, and contractsrequired to deliver the event. 
• Work collaboratively with internal departments to ensure execution aligns to internal requirements such as Event Programs Management, Marketing/Creative, Sales, Partner Management, and Product Management. 
• Building and documenting plansinto a standardized templateto ensure successful on-site delivery with a focus on the guest experience includingschedules/ROS, travel,staff assignments,staff training plans, guest movements,safety and security, etc. 
• Manage and support preparation and set-up activities such as overseeing vendors/suppliers, moving equipment, freight, setting upmeeting and hospitality spaces, etc. 

• Execute and/or lead documented plans forboth back of house andguest
  facingactivations such asstaff training,package delivery and pick-up,hotelcheck in,transportation management,hospitalitycheck in, experience and tour management, etc. 

• Seamlessly adjust and communicate new plans when aspects to all required parties (on-site staff, guest services, guest communications, guests, etc.) do not go according to the original plan.  
• Oversee vendor and supplier delivery to ensure contracted goods and services are delivered to the expected standards
• Problemsolve any guest complaints or issues directly before escalating the guest to the next person. 
• Manage and support tear down activities

Requirements 

Work Experience, Education, and Skills 

• • 2+years’ experience
    in event planning and management. 
  • Must includeexperiencecoordinating and delivering on-site events in sports, entertainment, and/orfestivals. 
  • 1+year’s most recent experience related to hospitality and/or event management industry. 
  • Direct experience managing budgets of at least25K USD. 
  • Bachelor’s degree with an emphasisin Business, Hospitality, Marketing,Logistics, or equivalent business experience. 
  • Proficient computer skills including but not limited to Excel, CRM software, and project management tools. 
  • Bi/multilingual preferred.  

Physical  

• • Prolongedperiods sitting at a desk and working on a computer. 
  • Extensive walking and standing for periods greater than 12 hours while at events. 
  • Must be able to lift up to 30 pounds/14 kilograms. 
  • Required to travelinternationallyup to50% - targeted travel 18-25%.