Events Coordinator

The Events Coordinator supports the planning and execution of Bloedel Reserve’s events, including community events, pop-ups, Bard performances, and the annual Garden Party, our signature fundraising event. This role is highly hands-on, managing event logistics, timelines, vendors, and on-site coordination while contributing creative ideas that enhance the guest experience. Works a flexible schedule, including evenings, weekends, and holidays, to provide essential event coverage.

ESSENTIAL DUTIES

1. Monitors the Events Inbox and responds to event-related inquiries in a timely manner.


2. Manages photography bookings from initial inquiry through confirmation and payment, ensuring they are scheduled in both the Reserve and Gatehouse calendars, and coordinates any special requests, such as surprise engagements.


3. Schedules meetings, appointments, and assist with purchasing requisitions, invoices, and expense reports as needed.


4. 
   Works closely with Development, Operations, Guest Services, and external partners to ensure events are executed smoothly and align with Bloedel Reserve’s mission.


5. Provides accurate and timely reporting in expense management systems (e.g., Certify).

Vendor & Contractor Coordination

1. Assists with securing vendors for the Reserve’s annual community events and processes vendor permits and fee payments for all food and beverage vendors.


2. Ensures all vendor contracts are executed in a timely manner for events and submits completed W9s for documentation for each vendor.


3. Supervises vendors on-site to ensure smooth setup, breakdown, and a positive visitor experience.


4. Assists with vendor fulfillment and maintains professional vendor relationships.

Event Planning & Execution

1. Supports event planning from concept to execution, including idea generation, theme development, logistics, day-of coordination, and tear-down.


2. Supports planning and execution of the Solstice Walks and Annual Bard Events.


3. Supports the rebranding of the wedding website and collateral with refreshed imagery, continues to update and curate the preferred vendor list and improves vendor communication with a clear standardized vendor load in and out map.


4. Completes pre-arrangement forms and floor plans for each event and ensures information is communicated to the relevant departments.


5. Manages liquor inventory and event supplies, ensuring proper storage, tracking, and availability.


6. Provide on-site support and hospitality during events, including guest engagement, event related logistics.


7. Ensures compliance with permits, safety, and food and alcohol regulations during all events.


8. Assists with updating training materials for all event volunteers.

QUALIFICATIONS:

1. 1–2 years of experience in event planning, hospitality, visitor services, or a related field (nonprofit/cultural experience preferred)


2. Strong organizational, multitasking, and problem-solving skills


3. Excellent interpersonal and communication skills with a hospitality-focused approach


4. Proficient in Microsoft Office; experience with event management or POS systems is a plus


5. Ability to remain calm under pressure and adapt to a flexible schedule


6. Must be available to work occasional weekends and evenings


7. Ability to stand and work on feet for an extended period, and endurance to walk, stand, kneel, bend, stoop, climb and to push, pull and lift up to 25 lbs.


8. Ability to work 20% of the time outdoors in the PNW weather


9. Must pass background check


10. Ability to work in shared office space


11. Must comply with and maintain a smoke-free and drug-free work environment

DESIRED ATTRIBUTES: 

1. Thrive in a creative environment that requires strong attention to detail and accuracy


2. Strong organizational skills with a natural talent for establishing systems and organizing workflows


3. Excellent time management skills with an ability to manage multiple priorities and communicate effectively under demanding deadlines


4. Exceptional judgement; excellent analytical and problem-solving skills


5. Team player, who is flexible and enjoys collaboration with others


6. Exemplary communication skills; ability to interact tactfully and positively with co-workers, the public, and diverse constituencies in person, over the phone, and via written communications

MATERIAL/EQUIPMENT DIRECTLY USED: 

Microsoft Outlook, Excel, and Word (Windows PC OS), WordPress, Blackbaud/Altru CRM, Greater Giving, BambooHR HRIS