Senior Event Coordinator

Sales and Event Coordination

• Manage high-profile event portfolio as assigned by Event Coordination Manager.
  • Respond promptly by phone or email to business opportunities from within assigned markets.
    • Research facility availability and ability to service, including analysis of profitability.
    • Oversight of newly hired student interns.
    • Actively sell the facility and services of the University of Georgia Center for Continuing Education & Hotel.
    • Provide onsite pre-event tours and/or meetings as needed to prospective and current clients.
    • Book events from initial contact or receive event after sales turnover meeting, and manage event through closure of event.
      • Oversight of hotel reservations and room block management.
      • Assistance with menu selections.
      • Determining and communicating meeting room set-ups and A/V requirements.
      • Set up and oversight of registration and/or vendor needs.
      • Conduct post-event evaluations with client to determine how future events could be improved.

Administrative

• Prepare proposals and agreements accurately, and in compliance with University and departmental guidelines.
  • Reserve space for events in the Facilities Management System, and submit accurate and updated requests.
  • Review, ensure accuracy, and approve for processing by business services all financial charges and documents related to the event’s billing including but not limited to BEOs, invoices and honoraria.

Event Support

• Work collaboratively with the Event Service and Banquet teams, providing timely and accurate information relating to room sets, A/V needs, and food functions, to ensure the successful execution of the event.
  • Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm.
  • This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities and providing the onsite contact information for additional support needed during their event.

Other

• Participate in the training of new event coordinators, helping to familiarize them on departmental resources and procedures.
• Serve as a resource for other event coordinators as well as the Event Coordination Manager and SEC Director.
• Throughout interaction with client, seek additional business opportunities for the GC, document them in the CRM and communicate to appropriate Sales Professional or Event Coordinator for follow-up.
• Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services).
• Assist other GC departments and staff with their events as needed (i.e., F&B and hotel).