About The Job

We are looking for a take-charge, ambitious professional to manage event elements and logistics in a busy team-oriented special events environment while maintaining a positive attitude and smile. Exceptional customer service skills, the ability to juggle multiple project deadlines efficiently, and a high level of proficiency with standard computer software, including Microsoft Office, are essential. Comprehensive knowledge of the New Orleans area is preferred but not required.

The ideal candidate must have:

• The endurance to coordinate multiple events/programs per week
• Be willing and able to work evenings and weekends as needed
• The experience to anticipate needs, manage priorities, and meet deadlines
• Be an enthusiastic professional who provides outstanding customer service, and knows how to build strong relationships both internally with colleagues and externally with clients and supplier partners

Responsibilities include but not limited to:

• Negotiate contracts and book event space, arrange food and beverage, order rental and audiovisual equipment, produce signage, and ensure appropriate décor (florals, linens, color schemes, etc.) along with creative services to meet the quality expectations of the client
• Coordinate and communicate with account manager to thoroughly gather all program information to create a fluid program turnover and end result for client
• Communicate with clients to identify needs and to ensure customer satisfaction
• Organize facilities and manage all event details such as decor, catering, entertainment, parades, tours, transportation, location, dietary/allergy data, special VIP guests, equipment, amenities, etc.
• Work with creative services to create and revise optimum room layouts for each event
• Propose new ideas to improve the event planning and implementation process
• Serve as liaison with vendors on event coordination verifying all client needs are met
• Coordinate staff schedules and responsibilities
• Manage on-site production
• Prepare and modify client contracts/addendums, while working with account executive to maintain profit margins
• Keep track of event finances including check requests, client invoicing and vendor payments
• Prepare manifests, schedule of services and any program correspondence relative to event production
• Proactively solve problems with thoughtful and calm troubleshooting, while anticipating any emerging problems prior to event and onsite
• Ensure compliance with insurance, legal, health and safety obligations
• Close out all programs (including but not limited to final invoices, client evaluations and receipts of final payment)
• Perform additional tasks as requested by management

Qualifications:

• Excellent written and verbal communication skills
• Knowledge of Microsoft 365 and Event Software
• Ability to effectively manage multiple projects and work assignments
• Excellent interpersonal skills whether communicating in person, on phone, or via email
• Incredibly organized and detail-oriented
• Ability to take control and manage programs with little supervision
• Strong problem-solving skills
• Fantastic customer service ethic and high expectations for quality
• Bachelor’s degree preferred; significant work experience can be substituted for the degree
• At least 1 year of experience coordinating special events
• Proficient in using the latest versions of Microsoft Word, Excel, PowerPoint, Access, Outlook and mail merges
• Willing to submit both professional and personal references