PRIVATE EVENTS COORDINATOR

Ebell of Los Angeles • Los Angeles, CA

1d • $21 - $25 • Onsite

About The Position

The Private Events Coordinator is responsible for the coordination of onsite events in accordance with client budget and vision. The Private Events Coordinator will work with in-house teams and third-party event professionals to successfully bring events to life. The Private Events Coordinator is responsible for coordinating all details and logistics of assigned events while maintaining transparent and effective communication with all parties involved.

Requirements

• Bachelor’s degree or equivalent from a four-year college or university preferred, or a minimum of four years related experience and/or training; or equivalent combination of education and experience.
• Computer and software skills to include, but not limited to the following:
• Microsoft Suite, Asana, Canva, Caterease, SAGE Intacct, Salesforce and Aisle Planner
• Fluent in English with excellent grammar and spelling. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, contract terms of agreement, procedure manuals. Ability to write routine reports and correspondence in a professional or business format, and speak effectively to customers, event professionals, members, and coworkers with excellent communication skills.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to analyze and solve complex problems.
• Proof of employment eligibility
• High School Diploma or GED plus two years’ experience in a similar role

Responsibilities

• Collects and organizes all details & paperwork from clients and event planners and relays information to all parties involved
• Advocates for venue by communicating rules and regulations to client and vendors throughout the process, especially during set-up and break down
• Advocates for clients by explaining and reminding them of event processes, policies, timing and due dates
• Prioritizes client communication to establish availability, trust and advocacy
• Participates in and helps to coordinate the quarterly “Design and Tasting Night”
• Schedules and hosts private client tastings and details/production meetings for assigned events
• Receives quotes and finalizes orders for items such as linens, security and A/V for assigned client
• Reviews any client rental orders to ensure compliance with Ebell operating standards
• Designs event-related signage and materials as needed for assigned events
• Responsible for completing and presenting layouts, production menus, and BEOs for assigned events
• Analyzes logistics for events and works with Associate Director of Private Events and other departments as needed
• Communicates event needs to facilities team via the internal facilities management program, email and in person as needed
• Schedules vendor services as needed for each event (piano tuning, layout board, security, etc.)
• Responsible for event details and set-up on event day in coordination with Sr. Banquet Manager
• Meets vendors upon arrival to relay venue rules and expectations
• Greets client(s) and planning team upon arrival and maintains presence and/or communication throughout event as needed
• Responsible for sending revised agreements to client after approval of Associate Director of Private Events
• Communicates clearly and transparently to client to ensure comprehension of all fees, rules and payments and ensures that final payment is submitted prior to event access
• Presents any client discount requests or pricing challenges to Private Events Manager for review
• Responsible for collecting all Ebell vendor invoices post-event. Must review and submit via accounting software for approval by Director of Private Events.
• Responsible for filing all documents in physical and online client folders
• Responsible for sending and saving post-event client surveys for assigned events
• Responsible for collecting, uploading, and organizing client event photos
• Responsible for drafting event reports for assigned events

Benefits

• The Ebell offers a comprehensive benefits package including retirement plan options, paid vacation, sick, and holidays plus health benefits including medical, dental, vision, life and long-term disability insurance, and employee assistance program to all full-time eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1-10 employees