Event Coordinator

Pittsburgh Botanic Garden inspires people to value plants, garden design, and the natural world by cultivating plant collections of the Allegheny Plateau and temperate regions, creating display gardens, conducting educational programs, and conserving the environment.

RESPONSIBILITIES

The Events Coordinator is responsible for assisting the Events Manager in generating event revenue from sales through various outreach channels. This position assists in developing advertising campaigns for events held at the Garden and the execution of events. The position reports to the Events Manager and interfaces with clients, caterers, rental companies, volunteers, staff, and vendors. 

Essential Job Functions:

• Exceed quarterly rental revenue targets and assist in tracking private events revenue. Gather data and create revenue reports as needed.
• Assist in keeping all applicable channels updated with changing event information and pricing.
• Follow up with all leads and correspond with potential clients from initial inquiry through booking.
• Schedule and conduct site tours for potential clients. 
• Create rental contracts for all external events, including corporate and private.
• Correspond with existing clients to gather event details and update all programs with applicable event details.
• Create leads and develop long-term relationships in the event planning, production, and promotion communities, and with other relevant companies, organizations, and groups.
• Provide superior and professional customer service to all potential and existing clients.
• Thoroughly track payments to ensure that all clients meet the required deadlines.
• Work with all contracted clients to ensure that timelines are met, Certificates of Insurance are received and reviewed, and all event details are correct before the event.
• Act as day-of event supervisor as needed at external events, such as weddings, to coordinate with vendors, track and follow pre-determined timelines, coordinate ceremonies, and generally assist clients, including facilitating wedding rehearsals.
• Ensure that the event space is clean before each rental. General cleaning includes, but is not limited to, sweeping, mopping, dusting ledges, cleaning windows, and emptying trash.
• Assist the Events Manager in researching, analyzing, and developing special event profit-generating opportunities.
• Build relationships with corporations to promote repeat business. 
• Other duties as assigned, including working with other departments to develop and promote future programs that will benefit the Garden’s long-term goals.

• High school diploma or equivalent is required; college degree a plus.
• Experience in event coordination—including weddings—is required
• Must be extremely detailed and well organized.
• Experience in planning, budgeting, and marketing.