Special Events Specialist

About the role

The Special Events Specialist plays a crucial role in supporting the Promotions Manager by coordinating and implementing special events and entertainment. This position requires excellent organizational skills, attention to detail, and the ability to manage multiple projects simultaneously.

Responsibilities

• Answer calls, request RFPs from vendors, process invoices, monitor and keep event budgets up to date with great attention to detail.
• Execute and oversee expenditures for special events and entertainment, record expenditures, chart budget variances, and submit to ensure budget requirements are met.
• Submit event invoices (entertainment, décor, production, rentals, etc.) into MMS as soon as the service is confirmed and no later than 7 business days prior to event date.
• Review event bills for accuracy and approve payment within the necessary timeframe.
• Maintain detailed and organized account files and budgets.
• Perform administrative/clerical duties as needed and assigned by but not limited to: processing invoices, calling vendors and guests, monitoring and keeping event budgets up to date with attention to detail.
• Coordinate city projects with general contractor – including permits and ensuring compliance with state codes on the project.
• Communicate event information to operating departments to ensure timely coordination.
• Responsible for the appropriate and timely project/event set ups.
• Handle any unexpected emergencies or issues that come up during project.
• Cook off-site events and catered functions, ensuring adherence to food safety regulations.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing, and event security.
• Generate Banquet Event Orders in coordination with Culinary and make adjustments to BEOs and communicate all changes to all supportive departments prior to and during events.
• Interfaces with operating departments to ensure timely coordination of all events.
• Establishes an effective working environment relationship with all operating departments.
• Maintain good working relations with tribal vendors.
• Answer telephones and give out accurate information concerning marketing events.
• Answer performer and vendor inquiry calls and advise of vendor approval process and pertinent property information/contacts.
• Maintains security and confidentiality of files, records and lists.
• Performs clerical duties as needed and assigned.
• Exhibit conduct in accordance with all Gaming Commission Regulations and Seminole Tribe of Florida departmental policies and procedures.
• Demonstrate a commitment to ensuring responsible gaming and responsible alcohol service by discretely notifying appropriate management of concerns and observations.
• Demonstrate actions and behaviors that reinforce the Company’s Mission and Values of Communication, Integrity, Fun, Respect, Accountability, Passion and Dedication.
• Ensure prompt and discrete notification to management and/or the Ethics Hotline of any observation of illegal acts or internal ethics violations.
• Other duties as assigned.

Qualifications

• College degree in Hospitality, Event Planning, Marketing or Public Relations preferred and (3) years or more of similar administrative experience required or an equivalent combination of education and experience.
• Casino experience preferred.
• Intermediate Microsoft Excel skills required/advanced preferred.
• Familiarity with i-series/MMS and one of the following programs preferred: Daylight, Delphi, Caterease, Meeting Matrix, CAD.
• Ability to read and understand all Seminole Tribe of Florida policies and procedures.
• Must be able to communicate effectively with guests in English, specific to position duties and responsibilities.
• Must be able to complete standard Seminole Tribe of Florida forms and reports.
• Must possess basic mathematical skills to include ability to add, subtract, multiply and divide specific to position responsibilities.

Physical Demands

• Must be able to lift 30 lbs., and bend, reach and stoop on a regular basis.
• Must be willing and able to work an entire shift on their feet, moving quickly (with or without reasonable accommodation) in a noisy environment.
• Must be able to respond to visual and aural cues.