Venue Operations Coordinator

East-West Center•Honolulu, HI

1d•Onsite

About The Position

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region. The East-West Center is seeking a Venue Operations Coordinator to perform various administrative duties and functions that support the implementation of a year-round calendar of events and functions held at Imin. This position provides exemplary customer service and collaborates with various stakeholders and handles all aspects of event planning from event production, communication, logistics, and budgeting to ensure each event’s success. This position will also collaborate and assist the Events team in marketing, coordinating, and facilitating external conferences, workshops, and events for EWC.

Requirements

A post-secondary degree and at least three (3) years of full-time work experience related to banquet or venue management, convention services, or large-scale event planning; or a combination of education and work experience equaling at least five (5) years that relate to successfully fulfilling the position’s duties.
Qualifying experience must include leading a positive client, vendor, or tenant relationship with the authority to make basic daily decisions, as well as a demonstrated professional record of project or event management.
Strong written and verbal communication skills.
Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.
Demonstrated Ability – to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work and deal effectively with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate work documents, files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to work effectively as a team member; and to appropriately handle, maintain, and secure confidential information when communicating across the Center and with the public.
Knowledge – of office practices and procedures, particularly as they apply to project management and event planning computer program use, database software, office machine skills, and best practices; of correct English grammar, punctuation, spelling, and word usage; and of MS Office suite and e-marketing platforms (MailChimp, Constant Contact, etc.)

Responsibilities

Plans and coordinates all events scheduled at Imin throughout the year.
Assists with determining appropriate fees associated with each event; drafts and processes contracts for securing venue use, process deposits, fees, and refunds, and ensures contract terms and insurances meet EWC requirements.
Maintains accurate event records and prepares related reports and correspondence related to unit and event performance.
Assists with developing and maintaining standard policies and procedures related to unit operations and performance; recommends and participates in the implementation and improvement of policies and procedures.
Maintains budget and expenditure records.
Prepares fiscal documents, invoices, financial statements, and processes payments; and communicates directly with clients regarding billing.
Reconciles expenses between budget and general ledger accounts.
Prepares financial statements and reports for supervisor’s review and approval.
Assists in tracking revenue, expenses, and budget forecast for events and internal service operations.
Utilizes and maintains contact databases within EWC systems using Raiser’s Edge and excel files, to ensure the information is current and accurate; coordinate and compiles data and information for various reports and projects as need for team performance reporting.
Oversees and directs logistics of venue event planning, implementation and follow-up.
Approves setups and arrangements for services provided by EWC.
Meet with prospective and existing clients to provide information regarding venue space, capabilities, and services; as well as determine equipment, personnel, and other services required for desired event(s).
Liaises with Venue Operations Assistant regarding event itinerary and details to ensure client satisfaction and contractual needs are met.
Assists external events and receives and responds to general inquiries, questions, and complaints.
Enforces health, safety, and other regulations related to venue use and external events.
Assists venue and events team with event set-up, such as placement and removal of tables, chairs, banners, audio-visual equipment, and event supplies as needed.
Assists with managing venue guest registration processes including registration pages; compiling registration lists; scheduling and drafting mass emails for registrants; and serving as primary event contact person.
Participates in post-event evaluations and works to develop the quality and profile of EWC events.