Event Coordinator (Part-Time)

Chicago Artists Coalition; Aurora (IL); On-site; USD 10,000 - 60,000; Part time

Job summary

An innovative organization in the heart of Aurora is seeking a part-time Event Coordinator to drive event sales and manage all aspects of event execution. This role involves working closely with clients to ensure their events are planned and executed flawlessly, from social gatherings to weddings. The ideal candidate will be enthusiastic, organized, and detail-oriented, with a passion for creating memorable experiences. Join a dynamic team that produces over 300 performances annually and be part of a vibrant community focused on creativity and collaboration. This is a fantastic opportunity to make a significant impact in a role that combines event management with customer engagement.

Qualifications

• Must be fluent in English, bilingual in Spanish is a plus.
• Proficient in Microsoft Suites and Google Docs.
• Excellent organizational and communication skills required.

Responsibilities

• Generate and drive event sales for social gatherings and weddings.
• Coordinate event details and manage staff during events.
• Ensure all events run smoothly and efficiently.

Skills

Fluent in English

Proficient in Microsoft Suites

Proficient in Google Docs

Organizational skills

Interpersonal skills

Verbal communication

Problem-solving

Attention to detail

Ability to work in a fast-paced environment

Education

BASSET Certification

Food Service Management Certification

Crowd Control Management Certification

Tools

Social Media (Instagram, Facebook)

Illustrator

Job description

Chicago Artists Coalition helps people connect with opportunities including calls for artists, jobs, and available studio space.

The Paramount Theatre/Aurora Civic Center Authority (ACCA), an innovative organization located on Stolp Island in the Fox River in the heart of the richly diverse community of historic Aurora, Illinois (one hour from downtown Chicago), is seeking a part-time Event Coordinator. ACCA is the parent organization, which also includes a 501(c)3 arm under the name of Paramount Arts Centre, Inc. It operates three performance venues: the 6,000-person RiverEdge Park, the 1,843-seat landmark Paramount Theatre, and the 165-seat Copley Theatre. ACCA produces and presents over 300 performances each year, including star-studded touring productions and a self-produced Broadway Series of musicals for an annual audience of 350,000 patrons from over 250 communities.

POSITION SUMMARY – The Event Coordinator is responsible for generating and driving event sales to include, but not limited to, social gatherings, weddings, and meetings. Works closely with clients and other departments to determine event-specific details and day-of event management to ensure that all aspects of the event are planned and properly executed.

KEY RESPONSIBILITIES –

1. Provide initial date availability to inquiries including pricing and package options to potential bookings via phone, e-mail, and walk-ins.
2. Create, send, and follow up on initial booking contracts and deposits.
3. Actively upsell additional service options by maintaining consistent and effective sales tactics.
4. Respond to sales leads within 24 hours.
5. Confirm invoice/billing information is correct and up to date – ensure special orders are correctly allocated.
6. Collect and process final payments prior to events, and follow through with direct billing clients to ensure payments are received within designated time frame.
7. Have a complete working knowledge of ACCA’s standard operating procedures and event protocol, including concession policies, and money handling policies after initial training.
8. Coordinate event details with Paramount staff after event specifics are turned over from the Rentals Manager.
9. Work closely with clients to acquire and confirm all event details such as layout, timeline etc.
10. Utilize event details to create custom floor plans and Event Sheets to be distributed throughout the organization.
11. Gather final event information including guest count, beverages, special orders and floor plans.
12. Communicate with the Special Events Director and other personnel concerning the set-up and removal of all necessary tables, chairs, podiums, etc. for all rental events.
13. Oversee and manage staff pre and post-event including Banquet Set-up Crew.
14. Assist with physical set-up and tear-down of all rental events, as needed.
15. Coordinate event caterers, valet, and vendors as necessary.
16. Coordinate staffing needs and cleaning staff schedule for rental events, and place product orders and marquee requests with Front of House Manager.
17. Submit projected additional liquor needs per event.
18. Evaluate and order all linens necessary for all rental events.
19. Wash all in-house linens used during rental events.
20. Purchase some concessions items (i.e. bar fruit).
21. Request all signage needed for rental events to the Marketing department.
22. Ensure that all events run smoothly and efficiently.
23. Be available as point of contact for client day-of event, track event timeline, confirm any changes, and ensure service appropriately matches contract.
24. Manage all staff during events including bar, security, cleaning, house crew.
25. Conduct post-event evaluation with appropriate staff as well as post-event closeout documentation.
26. Manage a point of sales system and provide reports as needed.
27. Change marquee before or after events.
28. Complete tasks with attention to detail.
29. Assist with Front of House duties at Paramount Theatre, Copley Theatre, and RiverEdge Park.
30. Assist Rentals Manager and Special Event Director with keeping track of event inquiries, leads, and follow-ups as needed.
31. Assist Rentals Manager in creating budgets, contracts, and close-outs for rental events.
32. Demonstrate knowledge of Wedding and Event contracts.
33. Lead and/or assist with marketing efforts which include, but are not limited to, social media planning, content creation, and posting imagery & copy for advertising platforms and online advertisements.
34. Assist in creating, planning, and executing in-house events.
35. Track conversion rates and strive for continuous improvement.
36. Work diligently to achieve and exceed sales goals.
37. Stay informed about industry trends, competitor activities, and market developments to identify new opportunities and maintain a competitive edge.
38. Handle Emergency Evacuation and First Aid for all event guests.
39. Attend weekly meetings with the Events Team, Rentals Manager and Special Events Director to discuss current and future events.
40. All other duties as assigned or needed.

REQUIRED EXPERIENCE, SKILLS, and ABILITIES –

1. Must be fluent in English and proficient in English reading and writing. Bilingual English & Spanish is a plus.
2. Proficient in all Microsoft Suites and Google Docs.
3. Must be positive, enthusiastic, and creative with attention to detail.
4. Must always remain professional in appearance and communication while representing ACCA.
5. Must have excellent organizational, interpersonal, and verbal communication skills.
6. Must have or obtain the Illinois Liquor Control Commission BASSET Certification (may be completed upon hiring).
7. Must have or obtain the State of Illinois Department of Public Health Food Service Management (may be completed upon hiring).
8. Must have or obtain Crowd Control Management certification (may be completed upon hiring).
9. Ability to sustain physical activity when pushing carts, setting up the event spaces, and remaining on feet for long periods.
10. Be the onsite point of contact throughout the entire rental event.
11. Ability to handle and keep track of multiple projects simultaneously.
12. Problem-solve and react to change productively and professionally.
13. Ability to work outdoors during RiverEdge Park season and in inclement weather.
14. Willing to work long shifts and late nights.
15. Must be available to work mornings, nights, afternoons, weekdays, and weekends when needed for tours or events.

PREFERRED EXPERIENCE, SKILLS and ABILITIES –

1. Motivated, self-starter who can take minimal directions and see an event from start to completion.
2. Organized so that all details of events are coordinated and managed.
3. Ability to work strategically and collaboratively across departments.
4. Able to assess a situation and proactively manage problems.
5. Able to handle a fast-paced environment.
6. Responsive and considerate of all customers’ needs.
7. Knowledge of how to use social media to drive sales: Primarily Instagram and Facebook. Experience in using TikTok, LinkedIn, Pinterest is a plus.
8. Proficient in Illustrator.

TO APPLY –

Please submit a cover letter and resume using the online job application at https://paramountaurora.com/op...

Or mail/drop off to: Aurora Civic Center Authority, ATTN: (Jennifer Hahn), 8 East Galena Blvd., Suite 230, Aurora, IL 60506.

ACCA is an Equal Opportunity Employer committed to creating a diverse and inclusive environment, and applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability status, marital or familial status, veteran status, or any other characteristic protected by law.

ACCA participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.