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Job Title:             Event Coordinator

Reports To:         Director of Communications

Essential Functions:

• Coordinate details of events including conferences, Regional Teacher of the Year Reception and other large-scale events.
• Develop and manage timelines in concert with program director(s). Oversee workflow and facilitate communications among internal departments to ensure event details are completed based upon event timeline.
• Assist in development and maintenance of event budget; assist with food counts, additional contracted activities, etc.; keep program director(s) informed of key budgetary issues.
• Collaborate with program director(s) to support planning and advisory functions, including meeting agendas and management, and work performed outside meetings through virtual collaborations, etc.
• Support the “call for proposals” process using a central database to organize all details such as content, descriptions, presenter needs, handouts, AV needs, etc. for events and conferences.
• Develop, in concert with program director(s), the overall master schedule and run-of-show documents guiding the preparation and execution of events.
• Build and maintain business relationships with convention centers, hotels, corporations and local businesses for event facilities; assist with negotiation of contracts with facilities, outside services and presenters.
• Assist with securing event sponsors, vendors (exhibitors), presenters and volunteers.
• Coordinate exhibitor logistics and serve as the main contact for all event vendors.
• Communicate with conference presenters, keynote speakers, staff on conference logistics and details.
• Work with program director(s) and Communications Department to design and execute promotional materials, programs, signs and collateral pieces for assigned events.
• Oversee the day of event details including room sets, AV needs, internal equipment required, food and beverage needs. Proactively handle logistics and arising issues; troubleshoot problems before, during and after an event.
• Work with program director(s) on establishing criteria for event evaluation; conduct evaluation for each event; analyze and provide post reports.
   

Competencies, Knowledge, Skills, Abilities:

• Regular attendance is required to provide support to EducationPlus and the Communications, Learning, and other departments.
• Possesses strong interpersonal skills, including the ability to listen, work in groups, communicate both verbally and non-verbally in a professional manner, negotiate with others and solve problems.
• Strong project management skills required. Attention to detail including budgetary matters.
• Requires movement about and within department area.
• Reads and interprets correspondence, reports, contracts, etc. for administrative purposes.
• Operates computer hardware for programming or applications; stays abreast of changes in technology and participates in necessary training to maintain appropriate level of skill necessary for efficiency in position.
• Visually obtains information from computer monitor.
• Develops information for written reports and correspondence to officials inside and outside the organization; possesses excellent writing and editing skills.
• Possesses excellent oral communications skills
• Ability to multitask with high attention to detail
• Excellent organizational skills
   

Required Education/Experience/Certification/Licensures:

Bachelor’s degree

Proficient with Microsoft Office Suite

Excellent technology and database skills

Marketing or Communications experience preferred
 

Preferred Education/Experience/Certifications/Licensures:

Conference and special events planning certification (preferred)
 

Physical Demands:

Exerts up to 20 pounds of force occasionally and/or exerts up to 10 pounds of force frequently, and/or exerts negligible amount force constantly. Must be able to perform duties that require lifting and carrying; siting for extended periods of time during normal shift; must have excellent manual dexterity including the ability to perform repetitive motions; must be able to operate telephone, computer equipment and various other office equipment; ability to move equipment, manuals and supplies within office or to various office locations throughout the facility or to off-campus work sites.
 

Environmental Working Conditions:

This position operates in a professional office and/or school environment.
 

Equipment Used:

Standard office equipment, including but not limited to computer/laptop and associated software, copy machine, printers, scanners, etc.
 

Travel Requirements:

The means and ability to travel within the St. Louis metropolitan area on a periodic basis is required; some travel to state or national meetings may be required occasionally.
 

Expected Hours of Work:

Normal operating hours are 8:00 a.m. – 4:00 p.m. Monday through Friday, unless it is determined by administration that hours should be different. Some evening and weekend work may be required on a periodic basis.
 

Term of Employment: Full Time
 

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described above may be subject to possible modifications in accordance with applicable state and federal laws. Reasonable changes or accommodations may be appropriate under certain circumstances.