Special Events Coordinator

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Department: Special Event Operations Supervisor: Director, Special Events Classification: Full-Time/Exempt

Summary/Objective This position will be responsible for managing, coordinating and executing special events and conference center meetings as well as developing and maximizing (non-baseball) revenue.

Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Responsible for communicating with external clients, internal departments and 3rd party vendors to plan and execute successful meetings and events.
• Work with the Sales Department to ensure contract expectations are met and exceeded.
• Responsible for the event supervision by communicating with other departments, ensuring the accuracy of details and actively coordinating all facets of the event before, during and post event, as assigned.
• Manage event financials within ReServe along with working alongside Finance to cross reference expenses.
• Complete all aspects of event coordination for client events including but not limited to onsite tours, planning meetings, pre-event communication, vendor selections and creation of CAD diagrams and event information reports.
• Assist in coordinating production needs and sourcing equipment, gear and services for production.
• Oversee programming for Astros-produced events, from run of show to scripting.
• Provide superior customer service to clients and prospects.
• Contribute positively to the special events team atmosphere by developing a strong working relationship within the office.
• Perform other duties as assigned.

Qualifications

• College degree in marketing, sales, hotel/restaurant management, business administration or related field.
• 2+ years of experience in hospitality or special events environment - with results of demonstrated coordination and execution (sports or entertainment experience preferred).
• 2+ years of experience in event production - show calling, stage management, production vendor coordination, basic working knowledge of technical aspects of a show.
• Must be able to demonstrate (by way of examples and/or experience) an expert level of organization, critical logistics thinking and special event sales resourcefulness.
• Strong attention to detail and promptness.
• Demonstrated quick learner with ability to handle multiple projects simultaneously and meet deadlines.
• Demonstrated ability to work well with different individuals with different backgrounds and personalities.
• High level of demonstrated professionalism, integrity and ability to maintain sensitive information and appropriate decorum.
• Ability to develop and maintain good relationships with clients, sponsors and staff members; working collaboratively in a fast-paced, high profile environment and deliver exceptional service.
• Creative, energetic and proactive approach to work.
• Ability to anticipate and make recommendations based upon the needs of clients.
• Comfortable making and executing requests.
• Strong verbal and written communication skills.
• Must be proficient with Microsoft Word, Excel, and PowerPoint.
• Proficiency in AutoCAD a plus.

Competencies

• Communication Proficiency
• Customer/Client Focus
• Decision Making
• Discretion
• Flexibility
• Leadership
• Problem Solving/Analysis
• Results Driven
• Teamwork Orientation
• Technical Capacity

Work Environment Position will work in an office, stadium and other event venues environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level is usually moderate but can be loud within the stadium environment. Must be able to work in all types of outdoor weather conditions and within a stadium environment.

Physical Demands While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This individual will be required to lift items up to 30 pounds at times.

Position Type and Expected Hours of Work This is a full-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 5 p.m. Due to the nature of this position, the position requires hours of work and days that include frequent nights, weekends and holiday.

Travel Some travel will be required for this position.

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.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. EOE/M/F/Vet/Disability
Experience
Preferred

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