Position Purpose
Responsible for managing events and ensuring deadlines and budgets are adhered to. Directs coordination of activities to prepare for the day of the event.
Duties and Responsibilities
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Manage staff and responsible for event coordination activities.
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Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.
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Calculate budgets and adjust when necessary.
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Responsible for staying in contact with clients to ensure their needs are met.
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Book events and negotiate fees.
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Prepare invitations and send out at appropriate time.
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Coordinates with staffing agency for major events.
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Work with guest of honor to ensure all requests are met.
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Drive attendance to the event.
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Analyze event performance and prepare metrics presentation.
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Define company brand through events.
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Ensure staff is adequately prepared for event.
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Provide receipts if needed.
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Ensure day of event goes smoothly.
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Set up booths, flowers, decorations, and other event decor.
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Plan menus with clients and Executive Chef.
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Sample food, including main dishes and desserts.
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Give final approval for items such as music and menus.
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Follow-up with clients after the event to ensure their event was up to their standards.
Knowledge, Skills, and Attributes
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Above average organization and communication skills.
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Able to work with all levels of staff. This includes management, hourly and agency staff members, and culinary staff.
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Must have excellent planning skills
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Must be available for clients before, during and after events.
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Must have the ability to work under pressure and deadlines.
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Must have customer service focus with ability to actively listen.
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Is comfortable with change.
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Flexible work schedule to accommodate 365-24/7 environment.
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Ability to work under minimal supervision.
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Must be able to behave professionally at all times while exercising very high levels of confidentiality and discretion.
Education: Associate’s or a bachelor’s degree in public relations
Experience: Minimum 2 years’ experience at a luxury or equivalent establishment (required).
Two years’ experience in event planning.