Special Events Coordinator
About The Position
This position bridges the gap between the Human Resources and Special Events teams, managing small-scale implementations and serving as the point of contact for ongoing events and event staff. It involves a heavy focus on administrative and clerical duties related to scheduling, roster management, HR functions (onboarding, payroll, offboarding), and general tasks supporting the Special Events division. The role requires a blend of office coordination and hands-on event support, with approximately 50% of the time spent in the office and 50% in the field coordinating and supporting live events. The ideal candidate enjoys variety, can adapt quickly, and is comfortable both behind a computer and actively involved in event operations.
Requirements
- At least 3 years of experience in a high-level administrative position, operations coordinator, project coordinator, or similar business-related position.
- At least 1+ year of experience leading process improvement and process documentation, serving as a subject matter expert, or supporting implementations.
- Previous experience in events, scheduling, and roster management.
- Ability to multitask between various projects & event obligations.
- Experience with Payroll and Scheduling Software.
- Strong Excel skills.
- Knowledge of Teams.
- Work with integrity and ethics; uphold organizational values.
- Continually learn, develop strategies, seek advice from others and think critically to solve problems and overcome obstacles.
- Treat others with respect and consideration, accept responsibility for your own actions and follow through on commitments.
Nice To Haves
- Knowledge of QuickBooks.
- Knowledge of Smartsheet and project management software.
- Display original thinking and creativity, meet challenges with resourcefulness.
- Highly organized with the ability to meet deadlines consistently and work independently while being a positive contributor to the team.
- Write and verbalize clearly, informatively, and effectively.
Responsibilities
- Provide real-time scheduling support and roster management for Special Events employees.
- Communicate company/client policies and procedures.
- Design, produce, and maintain clear job-aids and SOPs to ensure consistent and effective work processes.
- Provide direct administrative support to leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and schedules.
- Coordinate special events details including recruiting and roster updates, staffing needs, as well as potential time conflicts/situations that the day-of event manager should be aware of.
- Manage onboarding/offboarding obligations for employees, including scheduling and conducting interviews, ensuring paperwork completion, hosting onboarding orientations, and completing offboarding procedures.
- Oversee payroll for employees, including verification of attendance, hours worked, pay adjustments and pay rates, and submitting weekly payroll reports to supervisors.
- Handle weekly invoicing.
- Collaborate with various departments such as Recruitment/HR to ensure hiring needs are met.
- Participate in weekly meetings with the Special Events team to discuss upcoming events.
Benefits
- 18 days of Recharging your Battery (PTO)
- Paid Parental Leave
- Volunteer Time Off (VTO)
- Paid holidays
- Bereavement
- Medical, Dental, Vision
- Flexible and health spending accounts
- Short term disability
- Critical illness and accident benefits
- Life insurance
- Tuition reimbursement
- 401(k)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
