Events Services Coordinator

Newfields a Place for Nature & The Arts•Indianapolis, IN

5h•Onsite

About The Position

The Event Services Coordinator is responsible for managing assigned leads through the sales and planning process, with a strong emphasis on client experience. This role involves co-producing institutional events, planning events during peak periods, and generating and managing invoicing for event-related incidents. The coordinator will act as a liaison to secure required resources, represent the organization in client-facing meetings and with external vendors, and oversee day-of event planning and execution. Additionally, the role involves identifying and pursuing additional revenue opportunities, assisting with high-volume event leads, generating event contracts, and collaborating with the events team to introduce hosting concepts and incentives. Support, planning, and execution of signature events as dictated by the president’s office are also key responsibilities.

Requirements

2 years of customer service experience.
2 years of event planning experience.
Excellent customer service skills.
Ability to be a self-start and creatively problem-solve under pressure.
Excellent organizational and communication skills.
Good computer skills and keen attention to detail are required.

Nice To Haves

Wedding experience preferred
BA/BS degree preferred

Responsibilities

Cultivate assigned leads through the sales process, planning process, and execution with a strong emphasis on client experience.
Assist with internal leads, including assigned events from the president’s office.
Co-produce institutional events as assigned.
Plan events as assigned during peak periods.
Generate and manage invoicing for event-related incidents.
Provide necessary information for finance-related inquiries.
Maintain proper financial recording on assigned events within Tripleseat.
Communicate effectively with event contacts and act as a liaison to secure required resources to ensure a successful event.
Represent Newfields during client-facing meetings and with external vendors.
Oversee the day-of event planning and execution from your portfolio or as assigned.
Create event itineraries for internal and external communication.
Identify and pursue additional revenue opportunities for secured accounts.
Assist with high-volume event leads and the sales process.
Generate and execute event contracts that live within your portfolio.
In collaboration with the events team, introduce hosting concepts to generate sales, and incentives designed around group, festival, and or event-based concepts.
Support, plan, and or execute signature events as dictated by the president’s office. This includes but not limited to seasonal institutional events in collaboration with the president’s office and or advancement and marketing.