Event Coordinator - Mellon

The Venue Event Coordinator will be responsible for assisting in the planning and coordinating administration, technical and logistical support services to ensure the seamless execution of events.

Responsibilities

Other responsibilities include, but not limited to:

• Assists the General Manager and Venue Event Producer to ensure smooth and pristine preparation and execution of all events.
• Attends event site visits, operational meetings, and planning meetings, gathers relevant information regarding guest count, event flow and client expectations and requests; ensures all updates, changes and requests are reflected accurately in documents and revises accordingly.
• Tracks vendors, subcontractors and suppliers for each event, collects administrative and insurance paperwork along with the Venue Administrative Coordinator and for final approval by the Venue Event Producer.
• Submits set-up needs, floor plans, equipment orders and Wi-Fi requests to the appropriate party.
• Acts as a lead to the Event Support Staff, security, facilities staff and all vendors on event days and ensures guidelines are strictly followed; understands the client’s expectations, vendor capabilities and protects the venue when making the best decision for last-minute changes.
• Works alongside the Facilities Operations Manager on event days, supports the maintenance of the venue and conducts post-event evaluations of all events and manages the return or deduction of security deposits.
• Support the venue sales team by assisting with client inquiries, tours and event contracting when needed.
• Develops and maintains ongoing business relationships with the venue management team, facilities personnel (GSA, janitorial, engineering teams), vendors, and clients.
• Performs other duties associated with the position that are reasonably assigned to support the overall needs of the business.

Qualifications

• Associate degree in a related field or Certified Event Professional certification preferred.
• Experience in the areas of event planning, logistics, event coordination, production planning and scheduling, or related experience.
• Excellent verbal and written communication skills in both English and Spanish preferred.
• Logistics-oriented, hyper-organized, and efficient problem-solver.
• Superb organization and communication skills (phone, email, written, etc.)
• The ability to handle stressful situations, remain calm, and problem solving is a must.
• Outgoing personality with excellent customer service skills.
• Understanding the importance of the Ridgewells brand, the Andrew W. Mellon Auditorium, and their missions, is a must.
• Must possess a strong ability to utilize MS Office products effectively.
• Ability to work extended hours including nights, weekends and holidays as needed for assigned events is required.