Special Events Coordinator
About The Position
This position will bridge the gap between the Human Resources and Special Events teams, while managing small scale implementations and being the point of contact for ongoing events and event staff with a heavy focus on a variety of administrative and clerical duties related to scheduling, roster management, HR (onboarding, payroll, offboarding), and other general tasks in support of the Special Events division. Provide real-time scheduling support and roster management for Special Events employees and 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. Onboarding/ Offboarding obligations for employees such as schedule and conduct interviews, ensure prospective employees complete paperwork, host onboarding orientations, as well as complete any necessary offboarding procedures. Payroll oversight for employees including verification of attendance, hours worked, pay adjustments and “pay rates”, as well as distribution of that information to your supervisor in the form of a weekly payroll report. Weekly Invoicing. Collaborative working style with various departments such as Recruitment/HR to ensure hiring needs are met. Weekly meeting with the Special Events team to discuss upcoming events.
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, particularly QuickBooks, 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
- 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
Responsibilities
- Provide real-time scheduling support and roster management for Special Events employees and 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.
- Onboarding/ Offboarding obligations for employees such as schedule and conduct interviews, ensure prospective employees complete paperwork, host onboarding orientations, as well as complete any necessary offboarding procedures.
- Payroll oversight for employees including verification of attendance, hours worked, pay adjustments and “pay rates”, as well as distribution of that information to your supervisor in the form of a weekly payroll report.
- Weekly Invoicing.
- Collaborative working style with various departments such as Recruitment/HR to ensure hiring needs are met.
- Weekly meeting 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
