Job Title | Event Coordinator |
Reports To | Director of Marketing & Events |
FLSA | non-exempt |
Function | - Assist in aligning and coordinating the events and program efforts of all Chamber business units including the BEC, Events, Advocacy, BTC and Member Services.
- Manage and support the execution of the event and program calendar for the Boulder Chamber, with a focus on membership programs, signature events and other special events / programs as requested.
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Responsibilities | Planning and Logistics - Oversee and coordinate the execution of the Chamber’s annual events calendar.
- Coordinates specific event project timelines and budgets for networking events.
- Manage venue research, proposals, contract negotiations and selection for networking events.
- Apply for all special permits and licenses that are event related; ensure staff understands process and deadlines for permits and licenses
- Manage final attendee lists and seat assignment (if applicable) for events and programs, assuring accurate and correct information
- Develop a clear communication and management plan for event speakers or honorees, assuring all speakers / honorees understand theme, messaging, deadlines, and logistics
- Work with event Director of Events and committees (if applicable) to finalize event logistics, speakers and honorees
- Work with Boulder Chamber staff to assure room set-up for all programs at the Boulder Chamber and oversee set-up at all off-site events and programs
- Provide support on all zoom events and meetings, including speaker and attendee technical assistance, monitoring of chat and attendee behavior, administering breakout room features, polling, and all interactive meeting details
- Record, download, and upload (when publicly accessible) zoom video recordings for all organization meetings (includes managing the stored videos on zoom accounts)
Customer Service
- Provide registration-specific customer service to members and non-members, working with Boulder Chamber team to input registrations, secure registration payments pre- and post-event, follow up with incomplete registrations, troubleshoot registration issues, etc.
- Establish relationships with members for venue and vendor products, arranging meetings, providing Chamber information and getting proposals and / or trade offers
Budgeting - Monitor and input events P&L, including expected and actual expenses, reviewing budget reports for accuracy
- Submit event-related invoices to Accounts Payable for timely payment, and save documents in relevant event folder, record on expected expenses sheet
*Other duties as assigned to support events team
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Education | Bachelor or Associate’s degree in Marketing, Communications, Business, Economics or related field preferred, may substitute for experience |
Experience | 2 years of experience in event coordination and/or customer service preferred |
Skills and Abilities | Customer Service – maintain a high level of engagement, empathy, problem-solving and communication with internal and external constituents to ensure an excellent experience with the Chamber Technological Proficiency – knowledge and comfort with technology including communication tools, CRM platforms, Zoom, etc. Organizational and Multi-tasking - be able to organize in a thorough and detail-oriented way to carry out various tasks in a fast-paced environment to meet multiple deadlines Teamwork – Ability to work as part of a team to ensure that our members' needs and staff needs are met Detail Oriented – Ability to notice small mistakes and can deliver high quality accurate work. Must be able to interact well with others, and support Boulder Chamber’s priorities around diversity and inclusivity - Bilingual/bicultural applicants encouraged
Other - Professionalism in appearance and actions
- Able to provide own transportation for errands and meetings/events (mileage will be reimbursed at the federal rate)
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Working Conditions | Position requires flexibility to work occasional early morning and evening hours for meetings and events |
Typical Physical Demands | Operate normal business office equipment. Must be able to travel efficiently to off-site meeting locations throughout the Boulder area. Must be able to lift up to 50 pounds |
Hourly Rate | $20-25/hr. plus bonus opportunity |
Benefits | Eligible for some Chamber employee benefits |
