Event Coordinator, PT

Southwestern Baptist Theological Seminary•Fort Worth, TX

22d

About The Position

The Event Coordinator is responsible for planning, organizing, and facilitating conferences and events, providing comprehensive support both in the lead-up and on-site during the event. This role includes coordinating with all event stakeholders, contractors and vendors, and overseeing logistics to ensure seamless execution and high-quality experience for all participants.

Requirements

A High School Diploma or GED required; Bachelors degree in event management, hospitality, or related field preferred.
Two-three years of combined experience in leadership or project management, coordinating functions, or conference and event planning experience preferred.
Strong organizational skills, attention to detail, and the ability to manage multiple tasks and deadlines independently.
Excellent written, verbal, and interpersonal communication skills, with the ability to collaborate, manage conflict, and engage cross-culturally.
Proficiency in Microsoft Office required; experience with EventPro, Zoom, and CRM databases preferred.
Basic understanding of finance, accounting, and data interpretation.
Commitment to a maximum of 28-hour weekly schedule with flexibility for early mornings, evenings, and weekends as needed.
Must provide proof of U.S. work authorization and identity; background, MVR, and credit checks may be required.
The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message.

Responsibilities

Communicates professionally with clients by phone, in person, and via email in a clear manner to manage event inquiries and requests while maintaining timely responses and consistent communication throughout the planning process.
Collects detailed information for each event to support accurate scheduling, planning, and operational coordination.
Determines accurate participant count; books meeting rooms based on event capacity and program needs.
Creates and manages event contracts to ensure all details are accurately documented.
Plans and coordinates all details, such as room setups, catering needs, and audio-visual device requirements to successfully execute meetings and conferences in alignment with client expectations.
Responds promptly to client calls and emails related to meeting setups, catering, audio-visual, etc. and maintains consistent follow-up until requests are resolved or escalated.
Clearly communicates confirmations to the proper departments to ensure coordinated execution of all event logistics.
Maintains accurate event schedules and ensures all event preparation tasks are completed in a timely manner prior to scheduled meetings and conferences.
Ensures that meeting rooms are set up with requested amenities and verifies readiness prior to scheduled event start times.
Welcomes all clients to the Riley Center and provides information regarding room locations, conference information, and Southwestern Baptist Theological Seminary (SWBTS) campus information.
Addresses new requests of hosts before and during meetings while maintaining event schedules and operational standards.
Escalates complex booking issues to the Event Management Supervisor for immediate resolution when necessary.
Ensures overall client satisfaction through attentive service, proactive communication, and problem resolution.
Obtains client feedback and makes appropriate changes for improvement and future service enhancement.
Provides accurate billing information and verifies event-related charges.
Works in coordination with the Administrative Assistant to oversee deposit tracking, invoice distribution, and the maintenance of accurate financial records associated with events and facility services.
Handles sensitive and confidential information with discretion and professionalism.
Maintains regular and reliable attendance, adheres to established work schedules, and demonstrates flexibility to support events that may occur outside standard office hours as required by event operations.
Demonstrates commitment to personal and professional growth in leadership and ministry effectiveness consistent with the mission of the institution.
Performs other related duties as assigned and specific to the area of responsibility in support of departmental and institutional goals.