Programs & Events Coordinator

POSITION DESCRIPTION SUMMARY: 

Responsible for working directly with the Executive Director and Director of Community Engagement to fulfill the organization’s mission and vision as it pertains to events, facility use, and programs. This position will oversee administrative aspects relevant to programming and events, and coordinate all aspects of in-house events and facility rentals from inception to post-event cleanup. This is a full-time position that reports to the Executive Director.

POSITION RESPONSIBILITIES:

• Collaborate on and/or oversee planning and implementation of House sponsored programs and fundraising events, including informing Director of Engagement for advertising and press releases.

• Work with facility renters to create Banquet Event Orders (BEO) and write estimates; submit estimates to Executive Director for approval.

• Answer phones and event-related emails and complete initial rental inquiry forms.

• Follow up with inquiries and potential facility rentals and meet with potential facility renters to tour facility and go over rental options.

• Maintain in-house calendar by updating with tentative and confirmed events; inform Director of Engagement of events for public calendars.

• Assist facility renters in all aspects of planning event (permits, catering, bar service quotes, etc); work with vendors as needed to fulfill event requirements.

• Line up appropriate staff and volunteers for events: servers, bartenders, cleaners, setup, hosts, caterers, etc.; maintain list of contracted event staff.

• Communicate event details and expectations with all event staff and vendors.

• Conduct final inspections on the day of events to ensure proper set up and meets high standards.

• Attend all events as event point person and supervisor of event staff, or line up substitute supervisors (upper management).

• Assist Executive Director with inventory as it relates to events supplies and needs (serving ware, linens, bar supplies).

• Manage professional aspects for set-up coordinators: schedules, duties, training & certifications, etc.

• Create invoices for events and follow up for payment.

• Represent the SCA in a positive, professional manner in the office, at SCA events, and in the community.

• Other duties as requested in assisting SCA overall activities.

QUALIFICATIONS: 

• Bachelors Degree preferred

• Experience with nonprofit sector

• Administrative experience

• Event management experience

IDEAL CANDIDATE SKILLS: 

• Ability to organize and prioritize tasks with attention to detail.

• Knowledge of City & industry regulations and operational guidelines.

• Excellent written and oral communication skills; ability to present information concisely and effectively.

• Customer service oriented.

• Self-starter with a positive attitude who enjoys working with people.

• Team player who loves a challenge and has a high level of integrity.

• Can follow and implement the vision while having fun with the team, members, and clients.

• Can multitask and excel in a fast-paced, community environment.

• Excellent computer skills and proficiency with Microsoft and Google programs.

• Exemplary time management skills: punctual, reliable, and ability to meet deadlines. 

PHYSICAL REQUIREMENTS: 

• Ability to safely and successfully perform essential job functions, meeting qualitative and productivity standards, and physical requirements for set-up and tear-down, including being able to lift up to 25 lbs,.

• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.

• Ability to express and exchange ideas by talking, listening, writing and speaking professionally. 

• Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.

• Maintain professional composure in appearance and demeanor.

This job description is not intended to be all-inclusive. SCA reserves the right to amend or change responsibilities to meet the organizational needs at any time. Employees are subject to a background check prior to employment.

SALARY & BENEFITS:

• Full-time, in-person, year-round position

• $20 - $22/hr, depending on education and experience

• 401k (eligible after 1 year of employment)

• 15 days PTO (eligible after 1 year of employment)

• Reimbursement for bridge tolls

TO APPLY:

Submit resume and letter of interest to Emily Ankerson, Executive Director at emily@sanibelcommunityhouse.net