Events Coordinator & Special Projects

Description

JOB SUMMARY

The Event Coordinator is responsible for coordinating and overseeing events at The Beehive Campus in South Los Angeles, ensuring that all client-hosted events are executed according to contract terms, meet legal requirements, and are in compliance with health, safety and security standards. This includes making sure that the facility is operating as it should pre/during/post events.

SALARY: $50,000-$52,000 per year, non-exempt, paid hourly

Responsibilities

Working alongside The Beehive’s Events Team members while handling day-to-day coordination and administration of events and programs, including supervision of space layouts, order placements, vendor monitoring, capacity tracking, and issue resolutionDeveloping a complete understanding of client requirements for every eventBooking and overseeing contracts for catering services, décor and other ancillary services as required/contracted; scheduling service providers needed to support the event (i.e., Security, Cleaning, Vendors, Religious Officiant, DJs, etc.)Ensuring ongoing communications with the client pre/during/post event to keep them updated on any changesServing as the main point of contact for any issues that arise pre/during/post event; dealing with emergencies as they ariseAbility to adjust event accordingly based on client concerns/feedback, while keeping to scope of contractEnsuring that event space is client-ready prior to event, and that The Beehive campus is returned to daily operational standards (‘work-ready”) after each eventPartnering with the designated Facilities staff to ensure campus readiness pre/post event and ensure regulatory and compliance standards for Events are adhered toEnsuring timely attendance prior to event start; ensuring facilities/rented space is open on time and accessible to clients; conducting post-event walk-throughs and ensuring any necessary remediation is addressed in a timely mannerNetworking and creating future sales opportunities at the eventAbility to coordinate multiple events occurring simultaneously at The BeehiveAlways keeping budgets and timelines under controlAdvising SoLa Impact on measures to improve the efficiency and cost-effectiveness of events held at various spaces within the campusForecasting the facility’s upcoming needs and requirements for eventsDrafting pre-events briefs based on client specifications; writing post- events briefs with learnings/best practices that can be applied to future eventsCreating reliable reports on events statistics, client types, key issues, risks, etc. Ability to complete other tasks and projects as assigned and on schedule

Requirements

3-5 years’ experience in event planning or coordination for a commercial venueDegree in Event Planning, Event Management, Hospitality Management or related field strongly preferredProven experience managing others (direct and/or matrixed team members)Proven track record of having coordinated creative, successful small, mid, and large eventsExcellent project management skillsExcellent time management and organizational skills; meticulous attention to detailStrong written and verbal communication skills coupled with the ability to multi-task in a fast paced demanding environmentExcellent interpersonal and relationship building skills; desire to provide best in class service at all times;Ability to remain calm under pressure and maintain a customer-service mindsetProficient with Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace; experience with MS Access preferred

Benefits

SoLa Impact offers a comprehensive benefits package that includes paid vacation, medical, dental, vision, and life insurance, as well as pet insurance, sick leave, 10 paid holidays, and bereavement days. This package is designed to provide employees with a range of important benefits that help to support their physical and emotional well-being, while also providing financial protection and peace of mind.

At SoLa Impact, we believe work environment, culture, and the opportunity to learn and grow are key elements when considering a new job. We are just the right size to provide the resources and support you need without the bureaucracy of a large corporate environment. We foster a family-friendly and supportive workplace, collaborative and employee-focused with an emphasis on quality, integrity, trust, and accountability. We are looking to bring someone on board as soon as possible. We provide a rewarding and challenging environment. We expect a lot, but give a lot in return. Strongly prefer candidates local to Los Angeles as no relocation assistance will be provided. All qualified candidates will be contacted directly.

SoLa Impact is an Equal Opportunity Employer. SoLa does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.