Client Services & Events Coordinator

The Client Services & Events Coordinator provides support in the planning, organization, and assessment of the Schools’ official events and acts as the primary on-site staff member for in-person events.

Job Overview
The Client Services & Events Coordinator provides support in the planning, organization, and assessment of the Schools’ official events and acts as the primary on-site staff member for in- person events. The duties related to this post include event staffing; budget tracking; logistical coordination; room rental; committee work; and providing guidance to external partners about the event planning process, among other tasks. - The Client Services & Events Coordinator is a service-oriented role that requires on-site event responsibilities and interaction with invited guests, vendors and attendees.

Essential Duties and Responsibilities
• Acts as primary on-site event staffer, ensuring events begin and end on time and that guests, hosts, and attendees are cared for. Other on-site duties include setting up signage, fielding participant inquiries, and general troubleshooting.
• Creates and maintains database of event invitees, including downloading the invitation pools, creating tracking systems for each event, recording the responses, creating reports that include all results and data entry of incoming responses.
• Manage internal and external event coordination.
• Meets annual revenue targets for room rentals and/or bookings.
• Communicate with guests by phone, in writing and at events.
• Responsible for all event mailings including save-the-date, invitation and confirmation mailings.
• Liaises with Marketing and Communications on event mailings and event-related digital outreach.
• Participates in the budget forecasting and budgeting process each year for room rentals.
• Participates on event-related committees. Provides event guidance to student groups, department staff & faculty, external partners, and related parties on the planning and execution of events.
• Designs and produces reports related to events.
• Designs and produces event related materials such as name tags, seating tags, place cards, tent cards, invitations and other promotional materials.
• Responds to questions from staff, faculty, vendors and guests.
• Provides efficient and accurate customer service to internal staff members and external clients, such as the Executive Director’s Office, faculty, donors and/or alumni, and the University, and the public.
• Provide assistance to clients in person, on email, or telephonically.
• Designs and produces promotional materials related to room rentals.

• Schedule meetings or telephone conferences between clients and management.
• Book meeting rooms or venues.
• Compile and maintain records on client accounts.
• Screen feedback and requests form clients and liaise with relevant departments within the organization to provide solutions.
• Regularly attends internal training for event platforms and systems.
• Provide research and support to Event leads, such as briefings or projects as needed.
• May be asked to lead select small events or take on areas of larger events, which could require negotiation with vendors in a professional and informed manner, organizing logistical needs, creating timelines, maintaining budgets for execution of event.
• Ensure that all concessions are approved by the Executive Director or designate.
• To act in accordance with and promote the School’s policies, procedures and
requirements at all times.
• To undertake any other duties as may be required from time to time commensurate with the level of responsibility of the role.

Knowledge, Skills, Abilities and Other Characteristics
• Strong attention to detail.
• Ability to multitask.
• Must be able to work independently and make critical decisions.
• Must be able to accept criticism and deal calmly and effectively with high-stress situations.
• Excellent oral and written communication skills; outstanding administrative and organizational skills.
• Must be comfortable interfacing with people both inside and outside the organization.
• Ability to demonstrate exceptional resourcefulness, creativity, and flexibility; display good judgment; problem-solve and take initiative; exercise tact and diplomacy at all times.
• Must be able to work independently.
• Must have ability to handle confidential materials with discretion.

Experience
• At least 3 years of experience organizing or running events, or related transferable experience.

Qualifications

• Bachelor’s degree in management, administration, or a related discipline.