Events Coordinator - Start Immediately

We have an open Contract Events Coordinator position!

This company champions Houston's growth and success by bringing together business and civic-minded leaders to address the region's unique challenges. Their mission is to make Houston one of the best places to live, work and build a business.

To qualify for this TEMP/CONTRACT position, you MUST have a minimum of 3 years of experience in all aspects of developing and managing events and meetings or in a related field, such as marketing or conference services. You MUST also hold a Bachelor’s degree including a preference for a certification in event and meeting planning or relevant experience.

Position Details:

• Location: Downtown
• Parking: Validated
• Pay: $22 - $25/hour
• Temp: 3+ months (temp only)
• Hours: 8am – 5pm (additional hours might be required)
• Hybrid – In office Tuesday/Wednesday – remote Monday/Thursday/Friday – additional time might be if an event is occurring
• Interviews: Virtual then in-person interviews

Coordinator, Event Production

• Division: Member Engagement
• Department: Events & Programs
• Reports to: Sr. Manager, Event Production
• No. Direct Reports: 0

Summary

• The Coordinator, Meetings & Events is a cross-functional role primarily supporting the development, production, execution, and access to Partnership events and Business Resources Group (BRG) programming. The position requires both in-person and virtual event and meeting experience. The scope of work for this position includes project coordination, event consultation, staffing, and logistics for other Partnership organizational events and Partnership Tower third-party meetings.
• The coordinator must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. The coordinator also should have strong customer service skills and a high level of professionalism to service both internal and external clients and vendors.

• Experience with event management systems (CVENT), project management systems (Basecamp), and digital meeting platforms (Zoom, Webex, Google, etc.) HIGHLY PREFERRED but not required.
• Proficiency in Windows, Microsoft Word, PowerPoint, Excel, Salesforce, and Outlook.

Education Requirements

• Bachelor’s degree including a preference for a certification in event and meeting planning or relevant experience.
  • Relevant degrees and certificates include Bachelor of Arts (BA), Certified Special Event Professional (CSEP) designation, the Certified Meeting Professional certification, and the Certified Meeting Planner (CMP).
• Required Experience
• Minimum of 3 years of experience in all aspects of developing and managing events and meetings or in a related field, such as marketing or conference services.

Primary Duties and Responsibilities

The following responsibilities are essential to job performance:

• Coordinate logistics for in-person, digital, and hybrid events including but not limited to meeting room layouts, production technology, F&B needs, agenda preparation, and speaker support for selected major revenue-generating events including the Partnership’s branded “State of” event series and elite events (Annual Meeting, Soiree, Golf Classic). Duties include event logistics, processing registrations, preparing, and responding to event emails, systematic event set-up in the project and event management systems, event set-up, and breakdown.
• Coordinate the Partnership’s Division and Department special events, BRG meetings, or activities to include but not limited to familiarization tours, missions, conferences, and trade shows. (Divisions: Public Policy, Member Engagement, Research, UpSkill Houston, International, Economic Development, and Executive.)
• Create and track deliverables in the project management system.
• Provide operational support and navigation of forward-facing and back-end functions. Includes virtual meetings, webinars, live streamed, simulcast, and pre-recorded meetings.
• Provide guidance during day-of event logistics for volunteers and/or the Partnership staff, production, and audio-visual partners.
• Prepare, maintain, and monitor required event documents including invitations, agenda, post-event surveys, onsite promotional items, insurance, etc.
• Assist with the venue and site selection: identifying meeting locations appropriate for the size and needs of the planned meeting.
• Assist with the establishment, communications, and maintenance of timelines, budgets, marketing plans, volunteer assignments, procedures, and policies for each event.
• Assist in analyzing event performance, financials, and member involvement and preparation of debrief materials.
• Assist members and non-members with requests pertaining to BRGs.
• Establish and grow relationships with members.
• Work cross-functionally with other member departments to provide consistent and seamless service to members of the Partnership.
• Assist in daily department operational and administrative functions (phone, email, data entry, and mail) to ensure specific projects are delivered efficiently.
• Ensure consistent Partnership brand messaging.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• The following knowledge, skills, and abilities are desirable for job success:
• Live event, hospitality, and meeting coordination experience.
• Experience with event management systems (CVENT), project management systems (Basecamp), and digital meeting platforms (Zoom, Webex, Google, etc.) highly preferred.
• Ability to demonstrate attention to detail in all work projects.
• Proven project coordination and organizational skills.
• Demonstrated interpersonal skills such as diplomacy, patience, empathy, and politeness.
• Demonstrated ability to work in a fast-paced, deadline-oriented environment.
• Solutions-oriented and ability to problem-solve.
• Flexibility, ability to change direction and re-prioritize in response to changing situations.
• Prioritize conflicting needs; handle tasks and requests expeditiously and proactively; and follow-through on projects to successful completion, often with deadline pressures.
• Demonstrated ability to work with all levels of both internal and external contacts.
• Ability to professionally work with diverse groups of people.
• Ability to coordinate, engage and fully utilize member expertise.
• Ability to exercise mature judgment and tact.
• Ability to work in a team environment and share tasks.
• Ability to attend work-related functions off-site, as required.
• Flexibility to work some overtime, as necessary.
• Proficiency in Windows, Microsoft Word, PowerPoint, Excel, Salesforce, and Outlook.

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