The Event and Audio Visual (AV) Coordinator is responsible for providing dedicated customer service to clients by executing event and audio-visual services that deliver client needs and expectations. The Event and AV Coordinator organizes and executes specific audio-visual tasks, including planning, onsite setup, maintenance, and troubleshooting of audio-visual equipment to enable a seamless participant and client experience. Along with maintaining the highest levels of customer support and client satisfaction.

Essential Functions:

• Monitor project timelines and task allocations - updating management tools with status for assigned activities in real time
• Attend weekly project status and daily stand-up meetings as needed to support contract execution
• Develop AV SOPs and QC procedures; and update to reflect efficiencies, best practices, and lessons learned
• Collaborate with Event Managers to determine AV needs for events; support vendor sourcing as needed
• Maintain log of company AV equipment and support purchase requests for inventory
• Sets up and calibrates equipment for use.
• Ability to Identify causes for AV problems and resolve issues timely.
• Setup, test, and operate AV equipment, laptop computers, and printers as needed for various meetings and events.
• Serve as primary AV point of contact; serve as event producer orchestrating AV/IT/webcasting/audio/video/running cues/etc. in breakout rooms; and assistant to senior event producer in plenary rooms as needed
• Coordinate with onsite AV vendors, venue staff, and onsite team
• Provides instructions for the operation of AV equipment to internal and external users.
• Designs, plans, and oversees l AV portions of events.
• Develops, tests, edits, and produces presentations and other multi-format projects.
• Takes photographs and videos to be used in AV presentations, publications, or other resources.
• Support event planning activities, such as, but not limited to: site selection; venue contract negotiation; speaker management; travel, lodging, food, and beverage; run of shows and event plans; exhibit halls; agenda development; meeting materials and correspondence; information collection activities and databases; help desk; analysis and reporting; staffing onsite and virtual events; notetaking support; post-event deliverables such as videos, chats, post-meeting reports, and evaluations; and other activities as assigned
• Assist with conducting venue market research and site surveys; preparing venue matrices; facilitating venue selection process; and negotiating contract for venue, lodging, and F&B
• Assist with market research and drafting agreements for subcontractors, vendors, and consultants
• Contributes to client progress and status reports (i.e., monthly reports, weekly registration metrics, etc.)
• Develops and edits agendas and meeting minutes from client planning committee meetings and status meetings
• Prepare and maintain project file folders with all completed work products, artifacts, and deliverables
• Stay up to date on necessary technology and processes and show initiative in capturing, documenting, and implementing best practices and lessons learned to improve quality and efficiency of services and solutions
• Mentorship and training of existing team members

Other Duties:

• The scope of the job may change as necessitated by business demands. Also, the essential functions described are not a comprehensive list of duties and responsibilities; additional tasks may be assigned.

Reports to: Event Manager

Competency (Knowledge, Skills, Abilities)

• Demonstrates professionalism in conduct, perspective, and all aspects of work
• Demonstrates the ability to plan and maintain control of time spent on specific tasks, with intent to work smarter, not harder
• Demonstrates proficient written and verbal communication skills in daily communication, client interaction, and work products
• Able to work individually and with other to achieve project and organizational goals
• Understands and follows company standards to deliver consistent and predictable results
• Demonstrates specialized knowledge and abilities within service areas
• Demonstrates ability to plan, lead and manage tasks to deliver desired outcomes
• Participates in business goal setting and attainment, directly adding value to the bottom line
• Proficient in Microsoft Office, specifically PowerPoint as well as Adobe
• IT and network knowledge (e.g., configuring routers, computers, networks) a plus

Work Environment: The work environment is a typical office setting or virtual/remote setting or onsite event location.

Physical demands: The physical demands of the job include sitting for extended periods, walking, and standing for extended periods, and occasional lifting of up to 40 lbs.

Position type and expected hours of work: This is a full-time non-exempt position. Typical work hours are Monday-Friday, 40-50 hours per week. Some job activities may be required outside of typical workdays/hours. Overtime is expected during peak periods.

Travel: May require overnight travel for 2-5 days up to 8 times per year

Required education and experience: Bachelor’s degree required, 3 years’ experience supporting onsite and virtual events, including AV setup and management

Equal employment opportunity statement: All employment decisions will be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.