Communications And Marketing Special Events Coordinator- Conferences

Communications and Marketing Special Events Coordinator

Market Range 07

This position will plan and carry out the implementation of campus events, with a strong focus on our on campus events hosted at the Student Union and other campus spaces.Oversees all logistical details of the assigned events from contract to invoice. This position will work with students and temporary staff to execute the event.When needed will work with all events including virtual and hybrid events. The position will also assist with general office duties and other projects as assigned.

Job

Other Admin Asst/Secr/Clerical

Primary Location

US-Tennessee-knoxville

Organization

Conferences

Schedule

Full-time

Campus/Institute

Knoxville

Job Posting

Aug 25, 2023, 3:55:14 PM

Job Duties

Assist in planning and organizing a wide range of events, including but not limited to conferences, workshops, seminars, cultural events, ceremonies, and campus-oriented activities. Plan and manage processes for events by planning, scheduling, and leading the staffing for each event.Prepare contract with client to include negotiations on pricing, and all event details.

Duties include working with word processing, spreadsheets, registration, virtual and event software, managing communication with coworkers, hospitality partners, clients, vendors, facilities, and providers. Coordinate with campus facilities to secure appropriate venues for events.

Liaise with vendors, suppliers, and service providers to negotiate contracts and secure necessary resources, such as catering, audiovisual equipment, and event decor.

Event Implementation of in-person, virtual, hybrid and registration events.This can include non-traditional and long work hours and is dependent on the event.Managing event staff, including student workers. Management responsibilities will include oversight of conference budgets, procurement, vendor relations, client and customer relations, risk management activities, contract negotiations.Plan and implement event logistics for large scale summer events when needed in collaboration with Director of Conferences.

Job Skills

Ability to manage time well, Skilled in word processing and spreadsheets, Ability and willingness to learn new skills and software, Excellent Communication Skills, Pleasant Attitude, Excellent Customer Service Skills. Excellent written, oral, electronic and telephone communication skills. Excellent negotiating skills. Understanding of handheld communication devices (including wireless phones and radios). Ability to use Microsoft Word, Excel, PowerPoint, and Access in an office setting. Ability to drive a variety of vehicles including cars and large vans.

Education

High school education required, Bachelor’s degree preferred

2 years’ experience working in office setting. Experience in working with logistics, management responsibilities, event planning.Experience in hospitality setting preferred, demonstrated willingness to learn new things and work long hours when needed.