Events Coordinator

Transwestern•Chicago, IL

22h•$63,000 - $65,000•Onsite

About The Position

Four dynamic, integrated companies make up the Transwestern enterprise, giving us the perspective to think broadly, deeply and creatively about commercial real estate. Clients and investors rely on us for expertise that spans institutional and opportunistic investment, development, hospitality, and brokerage and asset services. Our award-winning, collaborative culture empowers team members with resources and independence to work across boundaries in pursuit of innovative solutions, reinforcing a reputation for service excellence that translates to measurable results. Through offices nationwide and alliance partners around the globe, we positively impact the built environment and our communities while fostering a work climate that champions career vitality for all. Learn more at transwestern.com and @Transwestern. Part of the Transwestern companies, Transwestern Real Estate Services (TRS) strives to add value for investors, owners, and occupiers across all commercial property types. Fueled by a holistic perspective of the real estate life cycle, agility and creativity are hallmarks of our approach, while vast national resources and sound market intelligence underpin customized recommendations and property solutions. Transwestern is built on a common purpose - Empowering Good People to do Extraordinary Things Together. We are committed to the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence. POSITION SUMMARY: The Events Coordinator will assist our events management offices at Millennium Park and the Chicago Cultural Center located in downtown Chicago. Under the supervision of the Director of Events, facilitate events, both private and public. Duties to include production, logistics, operations, contracting, invoicing, accounting, staffing needs, drafting floor plans and conducting site visits; attend meetings, both in-person and virtual, as well as being on-site. Weekend and/or evenings may be required as determined by the event schedule.

Requirements

Bachelor's degree or equivalent experience/education required.
2+ years of previous event planning or related experience required.
Proficiency in Microsoft based software; ability to utilize OneDrive, SharePoint and other shared software.
Strong interpersonal and customer service skills.
Excellent problem solving and decision-making skills.
Ability to balance multiple projects simultaneously and meet critical deadlines.
Solid organizational skills with the ability to work efficiently and independently.

Nice To Haves

Experience with Event software preferred.

Responsibilities

Generate revenue through booking private events at Millennium Park and the Chicago Cultural Center.
Respond promptly to all sales leads and handle all administrative requests as needed.
Endure that all events follow the internal policies and procedures set forth by the management and the Department of Cultural Affairs & Special Events (DCASE).
Approve event invoices in Transwestern accounting systems, track all event costs, charges, waivers and revenue through event booking software.
Participate in and assist with event and/or production needs for DCASE-produced public programs at Millennium Park and the Chicago Cultural Center.
Assist with any other City-related event management on behalf of DCASE, the Mayor’s Office or other City of Chicago departments, on an as-needed basis and requested by Transwestern management.
Assist with management of Experiential Marketing Activations, Exhibitions, and special Marketing programs at Millennium Park.
Assist with all types of commercial film shoots including still advertising, TV shows and Major Motion Pictures.
Generate contracts with appropriate and correct pricing structure; ensure that all due dates are being met by clients and vendors.
Coordinate the logistics of events including coordinating with client vendors, outlining space needs, invoicing and tracking payments, obtaining correct COIs, staffing needs, etc. to ensure the delivery of goods and services.
Advise internal division, outside clients and vendors on best practices for items such as floor plans, technical services and riders, and load-in/load-out procedures.
Organize client and internal meetings necessary to discuss the scheduling, logistics and details of each event; for public program series are scheduled, a standing meeting & shared documents may be necessary.
Create & maintain strong working relationships with the City of Chicago, outside vendors, event planners and clients.
Maintain the annual calendar of events; coordinate internally to ensure all requested public programs, meetings and events are scheduled appropriately.
Serve as a key representative and liaison to assigned DCASE division and tenants.
Other duties as assigned.