EVENTS COORDINATOR

SUMMARY

Under the direction of the Events Manager, this position supports the Opportunity Village Events Team and performs administrative, event-oriented, and operational tasks that support daily operations and event execution. This position includes after-hours and weekend responsibilities that may require extended hours.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assist with daily operational and administrative functions for department needs.
2. Collaborate with the event leadership team in the development of short- and long-term department goals.
3. Be prepared to independently plan, coordinate, and execute assigned events and tasks.
4. Support OV Event Team Members with event execution as needed, including the Las Vegas Great Santa Run, HallOVeen, Magical Forest, park buyouts, parties, and meetings held inside Camelot Hall, Betty’s Village, and the Smith Family and Engelstad Campuses.
5. Coordinate with team members, vendors, exhibitors, and stakeholders throughout the event planning process to ensure all details are in order and critical deadlines are met.
6. Help coordinate event set-up, tear-down, and follow-up processes for each assigned event.
7. Conduct on-site tours for potential banquet prospects.
8. Serve as a Manager on Duty during on-site events, such as HallOVeen, Magical Forest, and Springfest.
9. Assist with managing budgets for assigned events to ensure expenses remain within approved limits.
10. Assist with researching and negotiating event venues, entertainers, photographers, speakers, vendors, and contracts as needed.
11. Assist with scheduling team members and volunteers for the day of the event.
12. Conduct final event-day inspections to ensure all event details meet client and customer expectations.
13. Coordinate with the Administrative Assistant to process all vendor invoices to ensure they are paid in a timely manner.
14. Utilize event ticketing and registration platforms as needed and respond to purchaser inquiries in a timely and professional manner.
15. Assist with the distribution of tickets and vouchers for assigned events.
16. Support the Event Operations Manager with preparing supply pull lists to ensure all required items are available at the event location.
17. Maintain accurate inventory of event items by tracking materials distributed to and returned from each assigned event.
18. Participate in site visits for potential banquet events to assess the venue, discuss event needs, and gather information necessary for planning.
19. Support Foundation and Event Teams with curating auction and promotional items for assigned events.
20. Participate in pre- and post-event meetings to review event requirements, address outstanding needs, and ensure all necessary preparations are completed.
21. Some travel to a variety of locations in the Las Vegas area and between Opportunity Village campuses.
22. Must be able to meet all requirements of OV vehicle use policies and travel:
    1. Between worksite locations
    2. Within the community
23. Ability to work evenings, weekends, and outside of regular business hours as needed to support assigned events.
24. Report suspected Abuse, Neglect, Exploitation, Isolation, and Abandonment (ANEIA) immediately as mandated by state law.
25. May be assigned other duties as needed.

 

SUPERVISORY RESPONSIBILITIES

Assist with the coordination, training, and support of volunteers and seasonal team members assigned to events and activities, including HallOVeen and the Magical Forest, as needed.

SKILLS REQUIRED

• Ability to communicate effectively with individuals, team members, and supervisors (verbal and written).
• To perform this job successfully, an individual must be able to perform each essential duty in a fast-paced environment.
• Possess organizational, planning, and problem-solving skills.
• High level of integrity and professionalism.
• Have a creative mindset with the ability to be flexible and resourceful. 
• Ability to be aware of workflow and assist where needed.
• Ability to set priorities, follow through to complete tasks, work well under pressure and maintain confidentiality.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or vendors of the business community. 
• Ability to effectively present information to top management.
• Must possess social discernment to assess and understand others' reactions and behaviors.
• Ability to define problems and draw valid conclusions.
• Have a positive and enthusiastic outlook.
• Self-directed, with a strong ability to work independently and to set and adhere to deadlines.
• Ability to accept and apply performance-based feedback.

 

EDUCATION AND EXPERIENCE

• Required: High School Diploma or equivalent
• Required: 2 years’ experience working in events or hospitality.
• Preferred: Bachelor’s degree in business, hospitality, or related field.
• Preferred: Previous experience working with individuals with intellectual disabilities.

 

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are representative of those a team member must meet to perform the essential functions of the job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

• Ability to lift and move boxes up to 40 pounds.
• Ability to sit at a computer for prolonged periods of time.
• Ability to work in a typical office environment.
• Ability to tolerate stress.
• Ability to conduct tasks and successfully perform under critical deadlines.
• Manual dexterity to operate office equipment and examine documents, records, and files.