Events & Facilities Coordinator

The Role :

This valuable employee oversees all event and facility-related tasks at the GAAR facility, including both the GAAR Event Center as well as the administrative areas. This position will be overseeing all aspects of scheduling, planning, logistics, execution, and customer service for both paid and Association meetings or events. You will maintain the events calendar and provide reports on facility usage. Actively networking, marketing and seeking prospective customers who may benefit from utilizing the GAAR facility for non-Association events, enhancing its overall performance and appeal.

Who You Are :

You are an extremely organized, detail-oriented, self-motivated, and results-driven professional. You are excellent at building rapport, listening to the needs of others, and identifying solutions. You can work within established guidelines and enact systems as required, but are also able to create, refine and implement new systems as well. Your attention to detail is unsurpassed and you thrive on your high standards, quality of work, and your ability to serve others. You are curious about technology and willing to master your domain. You are eager to join a stellar organization of people, and the thought of a fast-paced role where no two days are alike energizes you. You bring a cache of contacts, experience, and expertise to create and optimize revenues from GAAR’s event and meeting spaces.

Specific Responsibilities :

• Point of contact for event center rentals. Interact and interface with current and potential clients, and act as the primary resource from contract negotiation through the rental’s conclusion.
• Deliver outstanding customer service to both member and non-member renters utilizing the space.
• Plan and maintain the full event calendar for GAAR-specific and non-Association events; create and manage all aspects of events, including calendaring, timelines, programs, budgets, and task lists.
• Collaborate with staff and leadership, oversee the scheduling, planning and execution of Association events and classes.
• Execute rental agreements, adhering to local laws, rules and regulations pertaining to private event space rentals.
• Maintain contracts with venues, caterers, entertainment, speakers, and other vendors as needed.
• Develop, maintain, and actively market promotional materials for the Association’s event and meeting spaces, while organizing and collaborating with the Communications Team on promotion, graphic design, production, and printing.
• Lead the set-up, take down and clean-up efforts for on-site events and classes, including room layouts and seating arrangements.
• Design and implement floor plans, coordinate audio / visual requirements, manage all event logistics, and lead the setup, takedown, and cleanup for on-site events and classes, including room layouts and seating arrangements.
• Manage and maintain comprehensive records to track rental revenues, usage, and overall traffic through the Event Center.
• Correspond with renters prior to events with event-specific and pertinent information, as well as create post-event surveys and follow up for metrics and reporting to leadership.
• Be present at events and routinely check in with renters to ensure their needs are met, including availability during occasional mornings, evenings, and weekends.
• Be an expert at learning, maintaining and operating all technological components of the GAAR Event Center.
• Monitor, suggest and implement any necessary improvements, maintenance or repairs throughout the entire facility.
• Inventories, organizes, stocks, maintains and orders supplies the entire facility, both office and kitchen, to ensure adequate stock while ensuring costs remain within budgeted.

Other Responsibilities / Expectations – Integrated with Performance of All Other Duties :

Education, Experience and Qualifications :

Additional Considerations :

Total Compensation Structure :