FT Coordinator, Event Sales & Services

 Position Description

 Position Title: Coordinator, Event Sales & Services 

Department: Sales & Marketing 

Classification: Full-Time / Non-Exempt  

Direct Report: Manager, Event Sales & Services 

 Position Summary:  

The full-time coordinator plays a vital role in the Event Sales & Services department by ensuring timely communication of event details and overseeing day-of execution of assigned events. This position is responsible for maintaining the Departmental Internship Program and strengthening relationships with clients, vendors, colleagues, and volunteers. 

Responsibilities:  

1. Event Planning & Logistics: Works directly with Events Management Team in initial detailing of public & private events. Assist with inputting details specific to an individual event as they are ascertained from the catering sales team. Proactively monitor the event calendar and diagrams to ensure that the integrity of each event is maintained on days with multiple events. Additionally, they will oversee vendor coordination for each event as needed. 
2. Event Execution: Serve as the lead in the planning and execution of at least one large scale public event in collaboration with the Public Event Sales Manager, Catering Sales, and Catering Operations teams. Additionally, serve as event coordinator for all other assigned events. 
3. Interdepartmental Collaboration: Regularly communicate and work with Guest Programs, Guest Services, Security, Plant Engineering, Internal AV, Volunteer Programs, as well as other internal and external stakeholders to ensure events are successfully executed. 
4. Internship Program: Act as intern supervisor, by collecting and reviewing intern resumes, conduct initial phone interviews, and participating in onsite interviews for final candidates. Once interns have been selected, coordinator will monitor phased training approach and work alongside departmental management team to assess the intern’s progress. 
5. Volunteer Management: Skilled in engaging and building rapport with Special Event Volunteers, with a high level of comfort in delegating tasks to volunteers of varying ages. Additionally, responsible for creating and posting monthly volunteer shifts as well as adjusting shift times as needed. 
6. Administrative Duties: Maintain and update crucial daily, weekly & monthly administrative tasks important for successful and smooth event operations. Responsible for overseeing multiple long-term tasks (i.e. the departmental Standard Operating Procedures manual, Internship & Volunteer Training manuals, office inventory, etc.). 
7. Team Leadership: Serve as an exemplary role model in behavior, performance, and work ethic to other teammates. Lead by assisting management with training and development of part-time coordinators. 
8. Problem-Solving Abilities: Proactively identifies and troubleshoot any challenges that arise prior to or during an event. 
9. Customer Service: Delivers extraordinary customer service to all clients, guests, vendors, and colleagues. 
10. Professional Development: Complete continued eLearning courses as needed and seek out new opportunities to expand job knowledge base. 
11. Aids the Event Management Team with any additional tasks as needed to support departmental and organizational strategic goals and objectives. 

 Qualifications:  

1. Two or Four-year college degree, preferably in hospitality or event management field. 
2. 1-2 years of event coordination experience is preferred. 
3. Proficiency with Microsoft Office Products and event management software.  
4. Excellent written and verbal communication skills. 
5.  Must be able to maintain a calm and positive demeanor under pressure.  
6. Exceptional problem-solving, time management, and organizational skills.  
7. Commitment to delivering exceptional customer service and maintaining high standards of professionalism. 
8. Must be able to demonstrate a high level of attention to detail, anticipation of guest needs, ensuring the highest levels of hospitality are reached during all guest interactions. 
9. Must be a self-starter who requires little to no supervision to meet company and departmental goals and possesses the ability to manage multiple projects independently. 

 Team Requirements:  

1. Safety & Security 

All Team Members are required to adhere to all Georgia Aquarium safety and security standards. 

2. Attendance & Appearance 

In order to maximize the guest’s experience, all Team Members are required to adhere to Georgia Aquarium standard operating procedures regarding attendance and dress code policies as it relates to individual job functionality. 

3. Sales & Guest Services 

Our forward-thinking business model requires listening and understanding the needs of our guests both internal and external. To that end, we must always be focused on the guest experience which is the key driver for return guest visitation and increased sales. 

4.Team Partnership 

All Team Members are focused on supporting each other in an effort to complete the guest experience. Therefore, supporting, facilitating, and participating in activities that promote team effectiveness is vital to our organization. 

 Physical Demands & Work Environment: 

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to handle, or feel objects, tools, or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk or hear, taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color and peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate. 

Commitment: 

I commit to Georgia Aquarium, Inc. to be a part of the following: 

Mission: Georgia Aquarium is a nonprofit committed to inspiring awareness and preservation of our ocean and Aquatic animals worldwide. 

Vision: To be the Premier Aquarium in the World for Science, Entertainment, Education and Conservation. 

Values: Respect, Teamwork, Integrity, Innovation, Leadership, Excellence, Appreciation & Inclusion