Event Coordinator

Event Coordinator

JOB TYPE:  EXEMPT, FULL-TIME, SALARY

ACCOUNTABLE TO:  Executive Pastor

OVERVIEW:  The Event Coordinator serves WOFFWC by helping to create glorious and unforgettable experiences, managing all aspects of event planning, and meeting strict deadlines and budget demands for WOFFWC.  The Event Coordinator works with team members to ensure smooth execution of events reaching the highest levels of member and guest satisfaction for events such as the IGNITE Youth Conference and ongoing IGNITE activities, CAPACITY Conference, WOFFWC’s anniversary banquet, church festival, conferences, seminars, workshops, retreats, ceremonies, staff outings and team-building events, and any other meetings and events as planned.  This position will be responsible for anticipating needs and demands, and working to provide logical, innovative, and creative solutions to challenges that come with planning events. 

RESPONSIBILITIES AND DUTIES:

• Manage all aspects of event planning meeting strict deadlines and budget demands.
• Take initiative to provide necessary leadership in the details of event planning and coordination.
• Establish and build relationships with all departments and ministries within the church working closely with respective WOF staff members and leaders to plan events.
• Establish and build relationships with vendors, venues, and industry professionals to identify best practices and stay current and often ahead of the curve on event planning, design, and production trends.   
• Coordinate with staff, ministry leaders, partners, vendors, and others to establish needs for events, and serve as liaison throughout the planning process.
• Work with the Executive Pastor for approval of all aspects of events (i.e. space, logistics, budget, etc.) providing the necessary details to make informed decisions. 
• Provides regular updates. Write and refine policies and procedures for all aspects of event planning.
• Recruit, educate, train, and oversee paid staff and volunteers needed for logistical support. 
• Create work schedules with specific job duties, and schedule staff and volunteers as needed. 
• Work with church staff and leadership to plan and facilitate logistics for all events from conception through post-event, including, but not limited to, agendas, run sheets, registration and attendance, venue preparation and reset, presentation and other meeting materials, security, pedestrian flow, traffic control, parking, seating, catering, entertainment, transportation, equipment, decor, photography, videography, marketing materials, waste management, emergency and medical services, etc.. 
• Create comprehensive checklists for all types of events conducted by WOFFWC.
• Serve as point of contact for vendors and the backstage team.
• Verify receipt of all materials that must arrive for the event including gifts, printed materials, props, office supplies, etc.
• Work closely with the Technical Director and others to meet the requirements of our special guests and talent. 
• Review contracts and riders as needed to ensure that WOFFWC fulfills its obligations under all agreements.
• Research, identify, and negotiate with vendors for the best possible services and products for the best rates and prices possible. 
• Coordinate with the team on the registration process of attendees for the event
• Work with the Resource Ministry, Bookstore, and Carnegie Enterprises to make merchandise available for sale during events. 
• Plan, organize and manage multiple events/projects by focusing on one task while keeping track of others.
• Manage and respond to private event inquiries daily, ensuring all inquiries are responded to same day.
• Respond to complaints or feedback and resolve issues quickly so guests and attendees walk away with a positive outcome. 
• Work with church staff and leaders to provide solutions when issues arise.
• Be proactive identifying and solving operational challenges. Determine appropriate responses to problems and emergencies.
• Welcome and engage with guests and attendees when possible.
• Manage marketing assets including maintaining and updating websites and social media for events.
• Assist with the development, approval, and management of budgets.
• Track event finances, including the reconciliation of deposits and final payments, invoicing, and check requests.
• Create and distribute reports for the Executive Pastor and others as requested. 
• Maintain an inventory database of equipment, supplies, and commonly used items for events (i.e., decorations, signage, props, iPads, laptops, 2-way radios, platforms, A/V equipment, scanners and access control items, giveaway items, etc.). 
• Manage communications via email, telephone, group text, and other communications tools including Slack.  Communicate relevant and time-sensitive issues to the team.
• Ensure compliance with legal, insurance, health, and safety regulations at all times.
• Work in collaboration with others to secure needed permits, licensing, and required signage.
• Ensure safety standards are reviewed and implemented to minimize exposure of injury and damage to persons or property.
• Participate in meetings, record minutes, and distribute appropriately. Lead meetings as requested.
• Prepare post-event reports to present to team members. 
• Review successes, failures, challenges, and lessons learned, and make adjustments as needed for the next event.
• Coordinate appointments and visits to see our spaces. Conduct walk-throughs as needed. 
• Promote a work environment that is positive, customer-service oriented, and compliant with established policies and procedures.
• Maintain required job knowledge, skills, and core professional competencies. Participate in educational opportunities.
• Cooperate with team members by performing any other tasks upon request.

SKILLS AND ABILITIES:

• Possess excellent professional verbal and written communication skills.
• Possess excellent organization, prioritization, critical thinking, and time management skills. 
• Possess keen attention to detail and the ability to meet time-sensitive deadlines in a changing environment.
• Forward thinker who actively seeks opportunities and proposes solutions.
• Emotionally mature and possesses an administrative gift.
• Ability to manage others, delegate responsibility, and provide support.
• Ability to handle multiple projects seamlessly and meet deadlines for each one.
• Ability to work as a team player offering creative and innovative methods for completing tasks as a group. Ability to be flexible when needed. 
• Ability to independently execute tasks with little or no oversight.
• Possess great interpersonal skills with the willingness and ability to build and maintain great working relationships with people from diverse backgrounds.
• Ability to defuse and resolve difficult situations with a proactive approach, and exercise keen discernment in decision making.
• Uphold honesty, confidentiality, and discretion at the highest level.

MINIMUM QUALIFICATIONS:

• Must have a heart for the Church and be a mature follower of Jesus Christ
• High School diploma
• Two years of event management experience
• Proficiency and experience managing and operating within a budget
• Mastery of utilizing internet and social media platforms for communication and research
• Proficiency in Microsoft Office and other standard office software systems and collaboration tools including Zoom and Slack
• Experience writing professional correspondence
• Expertise in the use of standard office equipment

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree
• Three years or more of hospitality management, event management, project management, and/or public relations experience
• Experience writing copy
• Mastery of marketing best practices and basic graphic design
• General knowledge of basic audio, video, lighting, projection, and visual equipment through past work experience
• Church and/or non-profit work experience

PHYSICAL DEMANDS/WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This job majorly operates in a professional office environment yet is often functional in a multiplicity of settings. While performing the duties of this job, the employee is frequently required to be knowledgeable and active in the use of standard office equipment such as computers, phones, photocopiers, scanners, digital/paper filing systems, and other job-related office materials, software, and equipment. The employee must occasionally lift or move items up to 50 pounds unassisted. This position is representative of a moderately sedentary lifestyle and will most often require long periods of sitting and standing with occasional lifting, moving, and bending.