Special Events Coordinator

Company Description

The REALTOR® Association of Sarasota and Manatee (RASM) is the largest real estate trade association in Sarasota and Manatee counties, proudly supporting over 9,000 members. RASM provides valuable resources such as technology, training, networking opportunities, and business support to real estate professionals. The Association advocates for the real estate industry by promoting high professional and ethical standards through its Code of Ethics and education programs. RASM plays a vital role as the Voice for Real Estate® in the Sarasota/Manatee area. For more information, visit www.myrasm.com.

Purpose: The Special Events Coordinator supports and executes Association‑hosted events in close partnership with the Events Director. The position helps oversee the lifecycle of planning, implementation, on‑site execution, and reconciliation for assigned events, including coordinating project plans, vendor/venue relations, stakeholder management, registration, and post‑event evaluation.

Reports to: Events Director

Responsibilities:

Event Planning and Coordination

•  Plan and assist with planning Association events and meetings as assigned; types of events included but not limited to conferences, trade shows, business luncheons, and fundraisers.
• Coordinate and manage administrative functions related to assigned events and programs in collaboration with Events Director and committees responsible for each event.
• Assist with maintaining all contracts related to the events (i.e., catering, venue, etc.)
• Collaborate with communications team on collateral and the development of implementation of creative and effective event marketing strategies.
• Ensure events stay within budget and maintain accurate historical information pertaining to event expenses, revenue, and attendance.
• Manage event registration process, working with members and sponsoring companies to ensure all sponsorship benefits are delivered.
• Build and maintain positive sponsor relationships, ensuring clear and consistent communication, timely delivery of all sponsor benefits, and a professional, service-oriented experience for partners.

Other Duties and Responsibilities

• Manages Accounts Payable/Accounts Receivable for all assigned events; utilize the Association’s database management software to post and collect payments and charges.
• Build and maintain event postings on the RASM calendar, updating as necessary.
• Review post-conference/event evaluations and provide input on opportunities for improvement.  
• Other tasks may be assigned based on skillset.
• Other duties as assigned by the Events Director or CEO.

Qualifications and Education Requirements

• Minimum of 3 years experience in event planning and/or meeting management.
• Proven project management and time-management skills for juggling numerous time-sensitive projects simultaneously.
• A clear and creative communicator.
• Forward-thinking, detail-oriented professional with strong organizational skills; able to anticipate needs and proactively solve problems.
• Excellent interpersonal skills. Service-oriented and polished individual. Must be at ease representing organization in member-facing, professional role at meetings and events.
• Ability to thrive in fast-paced environments while maintaining accuracy and attention to detail.
• Creative and strategic thinker with the ability to design engaging, innovative event experiences.
• Demonstrated ability to work effectively with members, volunteers and the public.
• Ability to work in a team environment.
• Bachelor's Degree in Event Management/Event Planning, Hospitality, Business Administration, or related field preferred.

Compensation

• Hourly rate range: $25/hour – 30/hour, commensurate with experience and qualifications.
• Eligible for paid time off, paid holidays.