Event Coordinator - Part Time

Bataviachamber; Aurora, Northern (IL, KY); Hybrid; USD 28,000 - 30,000; Part time

Job summary

Paramount Theatre/Aurora Civic Center Authority (ACCA) is seeking a part-time Event Coordinator to manage day-of-event operations for our venue in Aurora, IL. The role requires coordinating with event managers, staff, vendors, and clients to ensure events run smoothly and within contract specifications.

The position supports the Special Events team, requires flexible evening and weekend availability, and offers compensation of $20–$22 per hour.

Qualifications

• Three years of event coordinating experience.
• Open availability including nights, weekends and holidays.
• Ability to manage multiple events and stay organized.
• Proficient with Microsoft Office and Google Docs.
• BASSET, Food Service Manager, and Crowd Control certifications (or ability to obtain).
• Fluent in English with strong interpersonal and verbal skills.

Responsibilities

• Coordinate day-of events on-site and ensure adherence to timelines and contracts.
• Serve as on-site point of contact for clients and coordinate staff and vendors.
• Oversight of event setup/teardown, floor plans, and inventory.
• Provide post-event reports and evaluations.
• Support Event Managers with daily tasks and client inquiries.

Job description

Event Coordinator (Part-Time) 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 four performance venues: the 6,000-person RiverEdge Park, the 1,843-seat landmark Paramount Theatre, the 165-seat, newly renovated Copley Theatre, and the brand new Stolp Island Theatre: a 9,000 square foot development that includes an intimate 98-seat 4,600 square foot theater. ACCA produces and presents over 500 performances each year, including star-studded touring productions, a self-produced Broadway Series of musical (which has the largest theater subscription base in the country) and an intimate experience of Million Dollar Quartet for an annual audience of 350,000 patrons from over 250 communities.

The Paramount Theatre/Aurora Civic Center Authority is committed to being a defining catalyst for personal and community transformation by:

• making the performing arts accessible for every age and socioeconomic background,
• introducing the magic of live theater across generations to encourage expansive imaginations and broad views of people and the world,
• and contributing to the future stability and growth of Aurora’s downtown.

Event Coordinator (Part-Time) 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 four performance venues: the 6,000-person RiverEdge Park, the 1,843-seat landmark Paramount Theatre, the 165-seat, newly renovated Copley Theatre, and the brand new Stolp Island Theatre: a 9,000 square foot development that includes an intimate 98-seat 4,600 square foot theater. ACCA produces and presents over 500 performances each year, including star-studded touring productions, a self-produced Broadway Series of musical (which has the largest theater subscription base in the country) and an intimate experience of Million Dollar Quartet for an annual audience of 350,000 patrons from over 250 communities.

The Paramount Theatre/Aurora Civic Center Authority is committed to being a defining catalyst for personal and community transformation by:

• making the performing arts accessible for every age and socioeconomic background,
• introducing the magic of live theater across generations to encourage expansive imaginations and broad views of people and the world,
• and contributing to the future stability and growth of Aurora’s downtown.

DEPARTMENT – Special Events

DIRECT REPORTING – Special Events Director

WORKS CLOSELY WITH – Assistant Director of Special Events, Event Managers, Sales & Marketing Event Manager, Event Coordinators, and Banquet Crew.

POSITION STATUS & SCHEDULE – Part-time hourly; hours vary, are mostly evenings and weekends and are event dependent.

COMPENSATION – $20 - $22 per hour.

HIRE DATE – Immediate

POSITION SUMMARY – The Event Coordinator is responsible for day-of-event coordination to ensure all aspects of the event are properly executed. As a secondary role, the Event Coordinator will support the Event Managers and Special Events Department with daily tasks.

Key Responsibilities

• This position is part-time, with a schedule that varies weekly based on special event volume and business needs. This position is required to work evenings, weekends, and holidays, as determined by upper management and special event needs.
• Ensure that all events run smoothly and efficiently.
• Act as the on-site point of contact for the client's day-of event, track the event timeline, confirm any changes, and ensure service appropriately matches the contract.
• Have a complete working knowledge of ACCA’s standard operating procedures and event protocol, including concession policies and money handling policies, after initial training.
• Utilize event details to adjust floor plans and event sheets. Communicate changes with all day-of-event staff, if necessary.
• Gather final event information, including guest count, beverages, special orders, and floor plans, if necessary.
• Conduct post-event evaluation with appropriate staff as well as post-event closeout documentation.
• Manage a point of sales system and provide reports.
• Change marquee before or after events.
• Complete tasks with attention to detail.
• Respond to booked client leads on the day of their event, if necessary.
• Work closely with clients to adjust and confirm all event details such as layout, timeline etc., in the final preparation of the event, if needed.
• 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.
• Assist with physical set-up and tear-down of all rental events, as needed. This includes set-up and tear-down of tables, chairs, podiums, etc.
• Oversee and manage staff pre and post-event, including banquet crew.
• Coordinate with event caterers, valet, and vendors as necessary.
• Wash, dry, and fold in-house linens and keep inventory of all in-house items used for events.
• Request all signage needed for rental events from the Marketing department, if necessary.
• Assist Event Managers in overseeing all staff during and after events, including bar staff, security, janitorial, and banquet crew.
• Assume necessary duties in the absence of department team members as needed.
• Assist with Front of House and Back of House duties at Paramount Theatre, Copley Theatre, Stolp Island Theatre, and RiverEdge Park.
• Demonstrate knowledge of Wedding and Event contracts.
• Assist in executing in-house events.
• Stay informed about industry trends, competitor activities, and market developments to identify new opportunities and maintain a competitive edge.
• Handle Emergency Evacuation and First Aid for all event guests.
• Attend weekly meetings with the full Events Team to discuss current and future events.
• All other duties as assigned or needed.

Secondary Responsibilities

• Provide initial date availability for inquiries, including pricing and package options, potential bookings via phone, e-mail, and walk-ins. Event execution is the primary focus for this position; tours are secondary.
• Assist the Special Events Sales & Marketing Manager in collecting and processing contracts and payments from clients.
• Assist in social media, content creation, and posting to social media platforms during events.
• Purchase items needed for department and events (i.e., bar fruit, laundry detergent, etc.), if necessary.

In addition to the duties listed above, ACCA expects the following of each employee: adheres to ACCA’s policies and procedures; works in a safe manner; performs duties as workload necessitates; maintains a positive and respectful attitude; communicates regularly with supervisor about department issues; demonstrates efficient time management and prioritizes workload; demonstrates regular and consistent attendance and punctuality; meets productivity standards; participates in ACCA events as needed or required, and completes other duties as assigned.

Required Experience, Skills, and Abilities

• Must have open availability - including nights, weekends, and holidays
• Ability to work up to 20 hours per week, with regular nights and weekends, including long shifts and late nights
• (3) years of event coordinating experience.
• Be the on-site point of contact throughout the entire event .
• Ability to handle and keep track of multiple events simultaneously.
• Problem-solve and react to change productively and professionally.
• Ability to sustain physical activity when pushing carts, setting up the event spaces, and remaining on feet for long periods. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.
• Proficient in all Microsoft Suites and Google Docs.
• Must be positive, enthusiastic, and creative with attention to detail.
• Must always remain professional in appearance and communication while representing ACCA.
• Must have excellent organizational, interpersonal, and verbal communication skills.
• Must have the ability to interact with guests, staff, and colleagues and resolve problems and conflicts in a diplomatic and tactful manner.
• Must have or obtain the Illinois Liquor Control Commission BASSET Certification (may be completed upon hiring at the cost of the applicant).
• Must have or obtain the State of Illinois Department of Public Health Food Service Manager Certification (may be completed upon hiring at the cost of the applicant).
• Must have or obtain Crowd Control Management certification (may be completed upon hiring at the cost of the applicant).
• This job may occasionally have supervisory responsibilities.
• Must be fluent in English and proficient in English reading and writing. Bilingual English & Spanish is a plus.
• Ability to work outdoors during RiverEdge Park season and in inclement weather.
• We are a collaborative, small team that values versatility and shared responsibility. Successful candidates will bring a positive, can-do attitude and a willingness to step in and support team priorities as needed.

Preferred Experience, Skills and Abilities

• Motivated, self-starter who can take minimal directions and see an event from start to completion.
• Organized so that all details of events are coordinated and managed.
• Ability to work strategically and collaboratively across departments.
• Able to assess a situation and proactively manage problems.
• Able to handle a fast-paced environment.
• Responsive and considerate of all customers’ needs.
• Knowledge of how to create content and post on social media platforms. Primarily Instagram and Facebook. Experience in creating and publishing content on TikTok, LinkedIn, and Pinterest is a plus.
• Previous event planning, sales, administrative, and customer service experience.
• Proficient in Illustrator, Canva, Excel, and CRM Systems.

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 encourages people of all backgrounds to apply, including people of color, women, LGBTQ individuals, people with disabilities, veterans, and others who are eager to help us achieve our vision of a diverse and inclusive community.

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. If E-Verify cannot confirm that you are authorized to work, ACCA is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating the employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

Paramount Theatre - Aurora Civic Center Authority

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