Member Events Coordinator

Union League Club of Chicago; Chicago (IL); In loco; USD 42.000 - 56.000; Tempo pieno

Descrizione del lavoro

The Union League Club of Chicago is seeking a Master Events Coordinator to support planning and execution of member social activities, ensuring exceptional experiences and retention. You will act as a primary member contact and coordinate reservations, seating, and dietary needs in a fast-paced environment.

You will assist in event execution, support other club departments, manage BEOs, room setups, and registration, and handle billing and weekly communications.

Competenze

• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Word and Excel; multitask in a fast-paced environment.

Mansioni

• Serve as primary contact for members via phone, email, and in person.
• Manage event reservations, bookings, and accommodate special requests (dietary, seating).
• Input event details on the Club website and update counts, meal requests, and room setups.
• Prepare BEOs and change logs; book meeting spaces and manage documentation.
• Coordinate ticket pickups, reminders, and off-premise event records.
• Provide logistical support for events across departments and AV needs.
• Submit requests for event materials to Communications; process related billing.

Conoscenze

Communication

Organization

Multitasking

Microsoft Word

Microsoft Excel

Attention to detail

Creativity

Problem-solving

Strumenti

Banquet Event Orders (BEOs)

Descrizione del lavoro

Position Summary:

The Member Events Coordinator supports the planning and execution of the Club’s social activities, ensuring an exceptional experience for members and fostering membership retention. This role requires strong communication skills, attention to detail, and the ability to coordinate multiple tasks in a fast-paced environment.

Member Interaction & Communication

• Serve as a primary point of contact for Club members via phone, email, and in person.
• Respond to inquiries and event-related questions in a timely and professional manner.
• Manage event reservations, confirm bookings, and accommodate special requests (e.g., dietary restrictions, seating preferences).
• Send event-related communications through email and Interest Group listservs.

Event Coordination & Support

• Assist in executing Club events planned by the Member Events Department.
• Provide logistical support for events hosted by other Club departments (A La Carte, Public Affairs, Library, etc.).
• Act as a liaison for designated Interest Groups, coordinating their event planning and AV needs.
• Contact the Interest Group chairpersons with regards to deadlines for Club publications
• Input event details on the Club website
• Update reservation counts, special meal requests, and room setups.
• Book meeting spaces and prepare necessary documentation, including Banquet Event Orders (BEOs) and change logs.
• Attend daily and weekly event planning meetings as needed.
• Assist with event floor plans, name tags, table cards, and registration management.
• Manage ticket allocations and records for off-premise Club events.
• Coordinate ticket pickups and provide reminder calls to members prior to events.
• Submit requests for event materials (e.g., menu cards, vouchers, programs) to the Communications Department.
• Process event-related billing and financial transactions.
• Compile and distribute the weekly Event Digest.
• Attend weekly Food & Beverage meetings to ensure seamless coordination.
• Perform additional duties as assigned.

Availability:

Must be available to work evenings, weekends, and holiday events as needed.

Education & Experience:

A combination of education and experience that demonstrates the necessary skills and abilities; prior experience in customer service, administration, event planning, catering, or sales is preferred.

Skills & Competencies:

Strong verbal and written communication skills; excellent organizational skills and attention to detail; proficiency in Microsoft Word and Excel; ability to multitask in a fast-paced environment; creativity and problem-solving skills.