Event Coordinator Job at DevCo Management
DevCo Management is seeking a full-time
Event Coordinator to join our team in
Bellevue, WA. The
Event Coordinator is responsible for coordinating all of the tasks involved in ensuring events go smoothly, including choosing venues, catering services, and hiring performers. They plan and coordinate all the details before the event and handle day-of logistics.
About the Company
DevCo, Inc. is a privately held real estate investment company, and HNN Communities is a privately held and owner-operated professional management company. With more than 20 years of experience, together we professionally develop, build and own multi-family apartment communities. We understand the importance of quality housing and make it our mission to keep quality our top priority.
Visit us at www.devcous.com to learn more about our recent projects.
Essential Duties and Responsibilities
- Accountable to provide full-service event planning for all entities, including in-person, fully virtual, and hybrid events.
- Provide day-to-day event planning, preparation, and project management for multiple meetings, large-scale conferences, and other events.
- Ensure best practices are maintained for all events managed; participate in team meetings and work collaboratively to complete work with an emphasis on event-related projects.
- Research and provide recommendations for virtual event platforms and other necessary third-party apps; play lead role in training staff and volunteers for selected technology solutions.
- Serve as a member of the Marketing team; support the development and adoption of best practices, training, and high standards of excellence across all events.
- Provide project coordination for the team by effectively delegating and assigning tasks, creating timelines and making sure that all team members are on track with project requirements, deadlines, and schedules.
- Staff and manage volunteer committees; cultivate strong relationships and drive volunteers to develop actionable event work plans and meet deadlines.
- Own the execution and implementation of assigned events with a strong sense of accountability, ownership, and leadership.
- Ensure regular collaboration and communication with appropriate stakeholders to successfully execute assigned projects.
- Effectively utilize applicable technology to develop, manage and track event project timelines and related tasks.
- Oversee the implementation of successful marketing and communications for meetings and events via email, web, and print.
- Oversee the creation and maintenance of online components to include registration forms, event web pages, surveys, etc.
- Conduct site inspections; research and evaluate venues and facilities; make recommendations to stakeholders regarding site selection.
- Manage, review, and negotiate venue, hotel, AV, and related contracts.
- Oversee the creation of event publications, signage, syllabus materials, and conference apps.
- Provide high-touch customer service to all clients; work directly with registrants on problems and inquiries.
- Prepare BEO information with event venues.
- Coordinate travel, lodging, and expenses for participants traveling to meetings.
- Create and manage event budgets; collect registration, sponsorship and exhibit income.
- Develop and maintain solid relationships with vendors, speakers, and other service providers.
- Facilitate during events and conferences as necessary.
- Manage meeting preparation, supplies ordering, and packing/shipping of event materials.
- Oversee staffing at events and manage onsite event registration.
- Create and analyze online evaluations and prepare post-event reports.
- Produce error-free written content quickly, accurately, and on tight deadlines.
- Attend trainings as scheduled and assigned.
- Additional duties as assigned by supervisor.
Position Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Knowledge, Skills, and Abilities
- Ability to lead multiple projects of various sizes simultaneously and see them through to completion
- Leads both volunteers and support staff in delivering high-quality event experiences
- Able to develop and supervise budgets
- Innovative and resourceful; actively seeks opportunities to take a leadership role in the execution of improving the event planning process and attendee experience
- Direct experience with planning & overseeing logistics of virtual and/or hybrid events, including (but not limited to) platform selection, training (staff & volunteers), and providing guidance on end-user design. Exposure to/expertise with various platforms highly valued.
- Direct experience coordinating volunteer-led programs/events and/or staffing committees
- Ability to see the big picture and strategically align events with overarching client goals
- Experience with negotiating and building partnerships with vendors, sponsors, and exhibitors
- High energy, positive, professional attitude, take pride in work product
- Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed
- Tech-savvy; strong computer skills to include Microsoft Office, event registration systems, and online applications
- Exceptional client service skills and enjoys working with the public
- Strong time management skills and ability to manage concurrent tasks efficiently
- Superior attention to detail; first-class organizational skills
- Excellent written and verbal communication skills
Supervisory Responsibilities: This position has indirect supervisory responsibilities for teams involved in events management.
Qualifications
- 1+ years of professional meeting/event planning and execution; including virtual/hybrid event experience.
- High school education or equivalent required.
- Successful completion of background check and drug screen required.
- Must be legally qualified to work in the U.S. meeting I-9 guidelines.
Physical Demands:
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.
While performing the duties of this job, the employee is regularly required to sit, see, talk and hear. The employee is occasionally required to stand; walk; use hands and fingers; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment:
- Flexibility to travel to different locations as needed.
- Valid driver’s license, vehicle, and insurance.
- Ability to work inside and outside in various weather conditions
Benefits Offered
- Excellent medical, dental and vision benefits.
- Voluntary life insurance and AD&D benefits.
- 401(k) plan with employer safe harbor matching contribution.
- Discretionary bonus programs.
- Employee assistance program (EAP).
- Employee wellness program.
- Company-sponsored industry training and certifications.
- Generous paid time off (PTO).
- Up to 12 paid holidays each year.
- Telecommuting opportunities may be available.
Mission Statement
Our fundamental beliefs are at the core of our work. We have a specialized focus on real estate and a strong emphasis on internal organizational discipline. Our team honors our commitments because we believe in integrity. Our team is responsive and courteous because we believe in honoring relationships with everyone we work with. We empower our employees because we trust them to make prudent and timely decisions. We listen for and welcome new ideas. We promote healthy communication, productive teamwork, and professionalism. Our team members solve problems and analyze issues. We take personal responsibility for completing quality work.
DevCo Management Company, LLC is an Equal Opportunity Employer
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