Events Administrative Coordinator

Be the person behind the scenes of weddings, facility rentals and special events like Winter Lights and Arbor Evenings! As the Events Administrative Coordinator, you will immerse yourself in the magic of creating unforgettable experiences amidst lush greenery and seasonal blooms. The Coordinator will play a vital role in orchestrating a variety of events and offers a unique opportunity to contribute your creativity and organizational skills to bring our garden events to life.

If you thrive in a dynamic environment and have a keen eye for detail, we invite you to apply and be part of a team dedicated to crafting enchanting moments in one of the most picturesque settings at The North Carolina Arboretum.

Work Schedule & Pay:

The work will be onsite Monday through Friday from 9 a.m. until 5 p.m., but some weekends and evenings will be required with notice. This position is considered a temporary position under State of North Carolina policies and can only work 11 out of 12 months each year. The hiring rate is $17.00 an hour.

The Coordinator will report to the Events Supervisor and provide support across the Guest Experiences and Services department. This role is best suited to someone who enjoys interacting with other people on a regular basis and is adept at managing multiple projects simultaneously while maintaining accuracy.

Responsibilities:

Responding to inquiries with accurate and complete information in accordance with Arboretum policies and departmental standards will be a primary responsibility of this role. The Coordinator will create booking agreements for facility rentals, weddings and plant society events, using our event software, ensure that proper holds are placed when bookings are finalized, and record accurate event information, payments and records. This position will also be responsible for updating and maintaining the wedding availability calendar on the Arboretum website as well as manage an organization-wide internal calendar which requires diligent communication and cross-departmental collaboration.

The Coordinator will help support the team by assisting with general clerical duties such as answering incoming calls, photocopying, mailing, filing and data entry. This support will include reviewing and responding to general information requests relating to Events and Guest Services.
This position also runs the Events Department’s social media accounts - ensuring to uphold Arboretum standards and brand voice while engaging with our targeted audience and promoting services.

Competencies Required:

Event Planning and Coordination Skills:

• Experience in planning and coordinating events, including weddings
• Ability to manage event logistics, timelines, and vendor relationships.
• Strong organizational skills to handle multiple tasks and details simultaneously.

Attention to Detail:

• Ability to ensure accuracy and precision in event arrangements and documentation.
• Keen eye for detail in venue setup, decorations, and guest requirements.

Customer Service Orientation:

• Excellent interpersonal and communication skills to interact effectively with clients and vendors.
• Dedication to providing exceptional customer service and addressing client needs promptly.

Problem-Solving Abilities:

• Capability to anticipate and troubleshoot potential issues during events.
• Quick decision-making skills to resolve problems efficiently.

Time Management and Prioritization:

• Strong ability to manage time effectively and prioritize tasks based on deadlines.
• Capacity to work under pressure and adapt to changing event requirements.

Team Collaboration:

• Proficiency in working collaboratively with event teams, coordinating staff, as well as other departments.
• Effective communication within a team environment to ensure seamless event execution.
• Ability to adapt to last-minute changes and accommodate client requests.

Tech-Savviness:

• Familiarity and/or the ability to grasp technology associated with event management (e.g., calendaring software, project management software, spreadsheets).
• Ability to leverage technology for efficient event coordination and communication.

Professionalism and Poise:

• Professional demeanor and presentation suitable for client-facing roles.
• Calm and composed under pressure, maintaining a positive attitude throughout events.

Job Types: Full-time, Temporary

Pay: From $17.00 per hour

Benefits:

• Employee assistance program
• Employee discount

Ability to Relocate:

• Asheville, NC 28806: Relocate before starting work (Required)

Work Location: In person

Salary : $17