Edgar Cayce A.R.E. Dove with Olive Branch
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events coordinator

Status: Regular Full -Time
Hours: 30-40 hours/week

Job Overview:

The Events Coordinator will be responsible for all aspects of event planning, from pre-planning to post-event activities. This includes developing, coordinating, contracting, and promoting programming. They will also handle financial reconciliation, facilitate activities, workshops, private parties, and events, and act as a liaison for local activities between the A.R.E. and various local organizations and businesses including but not limited to Virginia Beach. Additionally, the Events Coordinator will coordinate the development of HQ programs as needed. The specific responsibilities of this role include planning and implementing logistics for all events, such as catering, lodging, and transportation arrangements, as well as coordinating with the headquarters conferences facilitators and providing other related support functions. The Events Coordinator will collaborate with the Community Programs Manager, Production Manager, Public Information Director, and Member Services Manager for events in their respective areas. Other duties may include creating forms and documents, copying, emailing, and assisting the Marketing and Web Designer with updates and changes to event web pages, Social media, and event marketing emails. This role requires a blend of strategic planning, logistical coordination, and effective communication to ensure successful events and smooth operations. Evening and weekend availability required.

Responsibilities (include but are not limited to):

Event Planning & Coordination:

  • Pre-Planning: Develop and finalize event concepts, schedules, and goals.
  • Logistics Management: Handle catering, lodging, transportation, and other logistical arrangements.
  • Contracting & Promotion: Secure contracts with vendors and promote events through various channels.
  • Financial Management:
  • Reconciliation: Manage and reconcile event budgets and expenses.

Event Facilitation:

  • Oversee and facilitate activities, workshops, private parties, and other events.

HQ Program Coordination:

  • Collaborate in the development and coordination of HQ programs as required.

Collaborative Duties:

  • Work closely with the Community Programs Manager, Production Manager, and Member Services Manager for event coordination.
  • Provide support to the HQ Conferences Facilitator.

Administrative Support:

  • Create and manage event-related forms and documents.
  • Handle routine administrative tasks such as copying, emailing, and assisting with updates to event web pages, social media, and marketing emails.

Skills & Qualities Needed:

  • Strong Organizational Skills: Ability to handle multiple aspects of event planning and coordination efficiently.
  • Communication Skills: Excellent verbal and written communication for liaising with various stakeholders and promoting events.
  • Attention to Detail: Ensuring all aspects of events are meticulously planned and executed.
  • Collaboration: Ability to work effectively with multiple departments and team members.
  • Tech-Savvy: Proficiency with event management software, social media, and web updates.

Marketing:

  • Assists with marketing of Community Events to include calendar listings, targeted emails, social media ads, social media networking sites and special brochure/postcard mail outs.
  • Coordinates with the Production Department in the preparation, printing and mailing of event flyers.
  • Collaborates with Marketing and Web Designer to ensure timely addition of programs to website, make changes and corrections to web pages and virtual watch pages, updates F.A.Q’s and related tasks.
  • Collaborates with the Production Department to develop consistent global brand image in the design and preparation of flyers.

Speaker / Programming Coordination:

  • Serves as event logistics lead; coordinates services with vendors and support staff to ensure events meet the highest standards for the organization.
  • Coordinates event related services and commodities with vendors to include audio/visual needs, catering, transportation needs, lodging, coordination of volunteers and other event-needs requests.
  • Travel and lodging arrangements.Ensures program details have been provided to speakers, support staff and vendors.

Communications:

  • Originate correspondence related to conference activities; respond to emails and other communications from conferences and interested individuals; update and maintain files.
  • Responsible for providing internal communications of all programs to IT, Member Services, Visitor Center, Bookstore and Spa.
  • Provides communication of program details to speakers, support staff and vendors.
  • Responsible for providing internal notification and scheduling.

Financial and Statistical Records:

  • Oversees set-up of all department programs and smart codes into Aptify database.
  • Prepares timely tracking/status reports for each event to include logistical details, deadlines, program expenses, attendance records and event history and submits to Programming Manager.
  • Prepares and facilitates timely payment request and invoices for all for Programming Department expenses; submits to Accounts Payable with reasonable lead time.

Other related duties, activities and responsibilities as needed.

  Required Education and Experience:

  • Bachelor’s degree in marketing/communications or related field or equivalent work experience required.
  • Three to five years’ experience in convention services, event planning/marketing or related hospitality service industry required.
  • Computer proficiency in Microsoft applications (Word, Outlook, Excel, Publisher and PowerPoint) with some graphics/design experience preferred.
  • An equivalent combination or related work experience and education can be substituted for required education and experience
  • Relevant and equivalent work experience includes volunteer work, internships, freelance work and transferable skills

  Required Knowledge, Skills and Abilities:

  • Knowledge of philosophy the key principles in the Edgar Cayce readings, particularly kindness, active patience and a service orientation.
  • Ability to represent the A.R.E. (our purpose, work, and administration, staff, volunteers, Board and membership) in the most positive light is essential.
  • Knowledge of and experience with various web design and hosting platforms such as Umbraco and YouTube.
  • Knowledge of principles and practices of organization, planning, records management and general administration.
  • Strong time-management and multi-tasking skills with the ability to manage competing deadlines.
  • Excellent problem solving, written and verbal communication skills to exchange information with a variety of individuals required.
  • Excellent organizations skills and detail orientation, yet the ability to keep an eye on the bigger picture.
  • Excellent team participation and leadership skills required.
  • Must have strong skills intact, diplomacy and objectivity.
  • Demonstrated enthusiasm and respect in working with people from diverse backgrounds, displaying positive attitude toward helping others.
  • Ability to make decisions using precedent, existing policy and inferred organizational standards while working under broad supervision.
  • High degree of emotional intelligence and maturity – demonstrating adaptability, engagement and enthusiasm.
  • Ability to work a flexible schedule including some evenings and weekends on occasion.
  • Ability to lead and assist with event setups on occasion.

Scope and Impact of the Position:

  • The Events Coordinator is a position of high autonomy with wide latitude for independent action that, consequently, requires a very high level of discretion and judgement.
  • The Community Programming Department and its activities are a very public face of the A.R.E. Since the Events Coordinator regularly interacts with A.R.E. staff, speakers, other organizations, service providers and the public, (s)he, The Director of Community Programming and the Community Programs Department are often perceived as being spokespeople and representatives of the A.R.E. as a whole.
  • Programming activities significantly impact the success of the organization’s fundraising efforts, Member recruitment, Volunteer and Life Member appreciation, local host team stability, and are a key contributor in driving revenues for the spa, bookstore and online sales. 

Physical Requirements:

  • Ability to occasionally lift/carry up to 10 lbs. of handouts and program supplies.
  • Ability to move between buildings on uneven ground and to use staircases in historical buildings.
  • Must be able to occasionally walk on uneven ground to access people and resources in other buildings on campus and be able to climb stairs in a historical building.
  • Requires periods of sitting and using a computer keyboard, looking at a computer screen.

Equal employment opportunity for all is an essential philosophy at the A.R.E. and throughout the organization, including Atlantic University, Edgar Cayce Foundation, Cayce/Reilly School of Massage, and the A.R.E. Health Center and Spa. We will evaluate all applicants for employment without regard to sex, race, religion, marital status, sexual orientation, age, national origin, color, veteran status, non-disqualifying disability, genetic information, or any other characteristic protected by law.