Events Coordinator

Division/Department: Operations Department

Reporting to: Chief Operations Officer

Type of position: Full-time    

Working Hours: 9am- 5pm*, must be available to work weekends (2 days off midweek) *unless otherwise requested by management

 

Job Summary:

The Events coordinator is responsible for the organization, development, and execution of The Littlest Lamb’s events business.

Key Responsibilities:

       Research markets to identify opportunities for events to reach target goals set by COO

       Manage and oversee the development of events operations from initiation to completion, including timely responses to all online requests, phone calls, and emails

       Liaise with Facilities management on event matters, special requests, and oversee the necessary staff to successfully implement event activities to The Littlest Lamb standards

       Perform pre- and post-event grounds and home inspection, produce damage report and make necessary charges per room condition agreement signed by client

       Create and manage events’ budgets

       Keep track of event finances in cooperation with Finance Department including insurance deposits, check requests, invoicing, and other contracts

       Ensure events run on schedule and within budget

       Coordinate visits, travel accommodations, expense reports, and contract agreements to support implementation of The Littlest Lamb’s events

       Create and contact previous clients via a database

       Recommend new partnerships to ensure potential events

       Contribute to event awareness through phone calls, business meetings with potential clients, etc.

       Set, communicate and maintain timelines and priorities on event matters

       Provide excellent customer service

       Sell sponsorship/stand/exhibition space to potential exhibitors/partners

       Maintain feedback via surveys, comment cards, etc.

       Create and submit post-event evaluation and reports

       Adhere to the organization’s policies, procedures and business codes

       Maintain confidentiality in finances and The Littlest Lamb casework

Qualifications & Work Experience:

       Bachelor degree or diploma in business administration or a related field

       1-2 years experience in events management or a related field

       Must be a good decision-maker

       Creative and capable of thinking outside of the box

       Excellent negotiating skills

       Possess basic math skills in cost-benefit analysis

       Self-motivated initiator

       Strong ability to work with people from diverse backgrounds

       Possess excellent time-management and organization skills

       Strong ability to work under pressure in a fast-paced environment

       Possess strong analytical troubleshooting and problem-solving skills

       Ability to prioritize multiple tasks as required

       Good working knowledge of MS Office Suite and Email

       Ability to communicate with others in an effective and concise manner

       Good command of written and spoken English and Arabic

This job description describes the general nature and level of work performed by employee assigned to this position. It does not state or imply that these are the only duties and responsibilities assigned to the job. The employee may be required to perform other job-related duties as requested by the Executive Director, the GM, their Department Head, and/or their immediate Supervisor. All requirements are subject to change over time and to possible modifications in order to be reasonably accommodating to individuals with a disability. The employee has read the above job description and understands the duties and requirements expected of them. The employee will ask for clarification of those areas that they did not clearly understand. The employee also understands that if he/she continues to have questions or new questions arise, they are immediately to discuss these questions with their supervisor.