Special Events Coordinator
hace 21 días
Hampton
Job Description Job Description: Events Coordinator Position Summary The Events Coordinator is responsible for planning, coordinating, and executing a variety of CoaVAR events, educational programs, member engagement activities, meetings, and organizational initiatives. This position plays an important role in creating successful, well-organized events that support CoaVAR’s mission, strengthen member relationships, and enhance the overall member experience. The Events Coordinator manages event logistics from initial planning through completion, including venue coordination, vendor communication, registration, sponsorship fulfillment, promotional materials, event setup, and post-event follow-up. This position also provides administrative and program support to association committees and leadership, assists with grant applications and fundraising activities, and maintains accurate records and documentation. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple projects simultaneously. Strong communication skills, initiative, flexibility, and the ability to work collaboratively with staff, REALTOR® members, volunteers, sponsors, vendors, and community partners are essential. Essential Responsibilities Event Planning & Coordination • Coordinate the planning and execution of CoaVAR events, programs, meetings, educational activities, networking opportunities, and member engagement initiatives., • Manage event logistics, including venue selection, catering, registration, speakers, vendors, audiovisual needs, promotional materials, supplies, and event setup., • Develop event timelines, checklists, budgets, and planning documents to ensure events are organized and completed within established deadlines., • Coordinate event registration, attendee communications, attendance tracking, check-in, and post-event follow-up., • Communicate with sponsors, vendors, speakers, venues, and other event partners to confirm arrangements and fulfill commitments., • Coordinate event sponsorship deliverables, including signage, promotional recognition, sponsor communications, and other agreed-upon benefits., • Assist with event marketing and promotional efforts in collaboration with the marketing team., • Monitor event expenses, maintain related records, and assist with budget tracking and reconciliation., • Identify opportunities to improve event logistics, member participation, and the overall attendee experience., • Assist with event setup, breakdown, and on-site coordination to ensure activities run smoothly., • Attend and support association events and programs as needed, including occasional evening and weekend assignments. Committee & Program Support • Provide organizational and administrative support for assigned committees, programs, and association initiatives., • Coordinate committee meetings, including scheduling, preparing agendas, distributing materials, and communicating with participants., • Prepare meeting minutes, reports, presentations, and other supporting documents as assigned., • Track committee action items, deadlines, and follow-up responsibilities to help ensure projects move forward., • Assist with coordinating educational programs, member outreach initiatives, networking opportunities, and special projects., • Maintain accurate calendars, records, correspondence, and program documentation., • Work collaboratively with association leadership, committee chairs, volunteers, and staff to support program objectives., • Provide administrative and event support for Fair Housing education, professional development, member services, and other association programs as assigned. Sponsorship & Fundraising Support • Assist with coordinating sponsorship opportunities for association events and programs., • Communicate with sponsors regarding event details, deadlines, recognition, and fulfillment of sponsorship benefits., • Maintain accurate records of sponsorship commitments, payments, deliverables, and related communications., • Assist with fundraising events, campaigns, and member engagement activities as assigned., • Support the preparation of sponsorship packages, promotional communications, and event-related documentation., • Work with association staff and volunteer leaders to support sponsorship and fundraising objectives., • Identify opportunities to enhance sponsor relationships and improve sponsorship experiences. Grant Assistance • Research potential grant opportunities that align with CoaVAR programs, events, education, and organizational initiatives., • Assist with preparing grant applications, supporting documentation, and submission materials., • Maintain grant calendars, application deadlines, reporting requirements, and follow-up records., • Assist with tracking grant awards, required documentation, and reporting deadlines., • Coordinate with appropriate staff and leadership to gather information needed for grant applications and reports. Administrative & Organizational Support • Prepare correspondence, spreadsheets, presentations, reports, agendas, and other administrative documents., • Maintain organized electronic and paper files related to events, programs, committees, sponsorships, and grants., • Assist with scheduling meetings, coordinating calendars, and communicating important deadlines., • Track project progress, outstanding tasks, and follow-up items to support timely completion., • Maintain accurate event records, attendance information, vendor contacts, and related documentation., • Assist with collecting and organizing event feedback and participation data to evaluate program effectiveness., • Provide general administrative support to the department and other association initiatives as needed., • Handle confidential information appropriately and follow established association policies and procedures. Qualifications Required • High school diploma or equivalent; associate or bachelor’s degree preferred., • Experience in event coordination, administrative support, program coordination, hospitality, customer service, or a related field., • Strong organizational and time-management skills., • Excellent written and verbal communication skills., • Strong attention to detail and consistent follow-through., • Ability to coordinate multiple events, projects, and deadlines simultaneously., • Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint., • Ability to learn and use event registration platforms, databases, and other association software., • Ability to work independently, exercise sound judgment, and collaborate effectively with a team., • Professional, positive, and service-oriented demeanor when working with members, volunteers, leadership, sponsors, vendors, and the public., • Flexibility to adjust priorities and respond effectively to changing event needs. Preferred • Experience working for a REALTOR® association, trade association, nonprofit, membership organization, or similar organization., • Experience coordinating events from initial planning through execution and follow-up., • Experience managing vendor relationships, sponsorships, event budgets, and registration., • Experience preparing meeting agendas, taking minutes, and supporting committees., • Experience assisting with grants, fundraising activities, or sponsorship fulfillment., • Familiarity with membership organizations, Fair Housing initiatives, professional development programs, or association education. Key Competencies The successful candidate will demonstrate the following competencies: • Organized: Maintains clear timelines, accurate records, and effective planning systems., • Proactive: Anticipates event needs, identifies potential challenges, and takes initiative to resolve issues., • Detail-Oriented: Ensures event arrangements, sponsor commitments, communications, and deadlines are handled accurately., • Accountable: Takes ownership of assigned projects and follows responsibilities through to completion., • Communicative: Provides timely, clear, and professional communication to staff, members, vendors, sponsors, and volunteers., • Collaborative: Works effectively with colleagues, leadership, committee chairs, volunteers, and external partners., • Adaptable: Responds positively to changing priorities and unexpected event-related challenges., • Service-Oriented: Focuses on delivering a positive experience for members, attendees, sponsors, and partners., • Resourceful: Identifies solutions, manages competing priorities, and uses resources efficiently., • Professional: Represents CoaVAR positively and maintains appropriate confidentiality and discretion. Work Environment This position is primarily office-based and requires regular interaction with CoaVAR staff, REALTOR® members, volunteers, sponsors, vendors, venues, community organizations, and other stakeholders. The position requires attendance at and support of association events, meetings, educational programs, and special activities. Occasional evening and weekend work may be necessary based on the event schedule. The role requires the ability to manage multiple assignments in a fast-paced environment while maintaining organization, professionalism, and attention to detail. Physical Requirements • Ability to work at a computer for extended periods., • Ability to communicate effectively by telephone, email, video conference, and in person., • Ability to assist with event setup and breakdown, registration, signage, materials, and other event-related activities., • Ability to occasionally lift, carry, and transport event materials and supplies., • Ability to move throughout event venues as needed to coordinate activities and assist attendees.
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