Evaluate and negotiate with special event vendors, collaborate with key airport units, and manage communications with event attendees, speakers, and client stakeholders to ensure efficiency, cost-effectiveness, and memorable expereiences. The event coordinator must be comfortable in a leadership role that demands a creative, business-driven mindset and lasting relationships with vendors.
Supervision Received
Direction received focuses on end results and is typically collaborative in nature.
Position will manage and prioritize own work and project schedules according to established timelines.
Responsibilities
Essential Duties Responsibilities
Thesearetypical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned
Identifies the client’s requirements and expectations for each event; liaises with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order; manages all event set-up, tear down, and follow-up processes; maintains event budgets; conduct final inspections on the day of the event to ensure everything adheres to the client’s standards; assesses an event’s overall success and submit findings; plans events with attention to financial and time constraints; researches vendors (catering, decorators, musicians etc.) and chooses the best combination of creativity, quality and cost; negotiates with vendors to achieve the most favorable terms; oversees event happenings and act quickly to resolve problems; develops content for event materials and work with graphic designer during production; handles day-to-day administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution; complies with all government regulations; and upholds ATL’s mission and vision with every experience.
Decision Making
Selects from multiple procedures and methods to accomplish tasks. May make purchasing or resource allocation decisions within Department guidelines. May interpret organizational policies and recommend exceptions. Establishes work methods, timetables, performance standards, etc.
Leadership Provided
Routinely provides training and/or project leadership to less experienced professionals or support staff.
Knowledge, Skills & Abilities
This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.
Knowledge of the policies, procedures, and activities of performance of duties relating to the position of an Event Coordinator. Skill in effectively communicating with supervisors, employees, subordinates, other staff members, members of the general public and all other groups involved in the activities of the City as it relates to the department. Ability to prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations and to work under a minimum degree of stress related to duties that require constant attention to detail and tight deadlines. Ability to plan, organize and prioritize daily assignments and work activities.
Qualifications
Minimum Qualifications - Education and Experience
Bachelor’s degree in Journalism, Public Relations, Marketing or related field. At least four years’ experience in advertising, promotions, marketing, project management or related field. At least two years of leadership experience.
Preferred Education & Experience
Bachelor’s degree as described above, plus 5 years of event management experience. Superb written, verbal and interpersonal relationship and communication skills. Ability to multitask and deliver results in a fast-paced changing environment. Strong project management and independent problem-solving skills. Keen attention to detail and emotional intelligence. Ability to analyze information, identify key themes and draw conclusions to resolve problems. Demonstrate professional demeanor in behavior, appearance and communication. Capacity to engage with executive level internal and external stakeholders. A plus would be proficiency in Cvent or comparable event management software, Adobe Creative Suite, specifically Photoshop and/or InDesign. Functional knowledge of Microsoft Office Suite Software, specifically Word, Excel, PowerPoint.
Licensures and Certifications
None required.
Essential Capabilities And Work Environment
Standard physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.
