What are the responsibilities and job description for the Event Coordinator position at Experimental Aircraft Association Inc and Careers?
SUMMARY
Responsibilities will include managing all EAA related internal employee events, fund development events, hosted local program events, and external client events. Position should be proficient in food and beverage management, event room setup, audio visual requirements, and contracting. Position will monitor and maintain event budgets, assist clients with venue options, space booking, entertainment, photographers, speakers, and manage timelines. Position will act as the point of contact for client needs while onsite during events, as well as supervise event set-up, tear down, and client follow-up processes.
ROLES AND RESPONSIBILITIES
- Coordination with client to determine event specifications. Point of contact for overall project management of all logistical aspects of internal and external event needs such as booking facilities, determine food and beverage needs, logistic support, audio-visual, in conjunction with the Food and Beverage Manager, vendors and set up teams. Coordinate event needs with outside vendors, including catering, entertainment, and decorators.
- Maintain calendar of scheduled meetings and events.
- Serve as the organizational resource on ideas for themes, speakers, and other event logistic options. Research and inform event owners regarding prospective meeting location options.
- Monitor event activities to ensure compliance with corporate-wide policies, guidelines and standards, applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
- Develop and maintain ongoing relationships with outside event service providers and subcontractors to ensure service quality and value standards are achieved.
- Collaborate with departments to deliver on specific event needs, such as security, parking, signage, camping, marketing, licensing, and risk management.
- Assist Department Managers in the creation of reports, contract needs, and collection of data as needed.
- Distribute participant evaluations, collect, and analyze data, prepare, and submit timely reports to continually upgrade quality of future events; conduct post-event review with event owners and make recommendations for future events.
- Maintain current event data, billing information, tracking of key information for reporting purposes.
- Prepare requisitions for all purchases and supplies. Processing and receipts and invoices.
- Assist in the recruitment, training and supervising of event volunteers.
- Embrace and support the EAA mission and performs safe practices in the workplace and aviation environment.
- All other duties as assigned.
MINIMUM QUALIFICATIONS
- Associates or bachelor’s degree in Events Management, Marketing, Business, or other related field in the hospitality or trade show industry, or experience planning and executing events for a variety of group sizes and needs required. A combination of education and experience will be considered.
- Two years’ experience in event management or hospitality.
- Position may include time scheduled outside of regular business hours, including evenings and weekends, as needed.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills focusing on collaboration with other teams.
- Excellent organizational skills and attention to detail.
- Proficient with Microsoft Office Suite or related software.
PREFERRED QUALIFICATIONS
Bartending license obtained by the city of Oshkosh. Class fees and license fees will be covered by EAA upon completion of the course.
PHYSICAL REQUIREMENTS
Typical office setting. Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Preparation for AirVenture or other events may require lifting, up to 50 pounds occasionally, standing and walking for extended periods of time while bending, squatting, kneeling, twisting, and push and pull motions.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
EEO STATEMENT
EAA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.