Member Events Coordinator

The Union League of Philadelphia; Chinatown (PA); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading company is seeking a Member Events Coordinator to enhance member experiences through detailed event planning and execution. The ideal candidate will possess excellent communication and organizational skills, proficiently manage multiple tasks, and work collaboratively with marketing teams. If you're passionate about delivering exceptional service in a fast-paced environment, we'd love to hear from you!

Qualifications

• College Education or 3 years related experience required.
• Excellent oral and written communication skills essential.
• Proficient in Microsoft 365 and tech-savvy.

Responsibilities

• Coordinate event details including setup, seating, and audiovisual needs.
• Manage member communications and reservations for events.
• Assist operations on event days and maintain documentation.

Skills

Communication

Organization

Technical Savvy

Multi-tasking

Education

College Education

3 years related experience

Tools

Microsoft 365

Job description

Position: Member Events Coordinator

Reports to: Assistant Director of Member Events

Location:The Union League of Philadelphia, 140 S Broad Street

Position Summary:

The Member Events Coordinator is pivotal in delivering an exceptional experience for members and guests, ensuring seamless event planning and execution. We seek an engaging, detail-oriented professional with a passion for service excellence. This role includes managing marketing communications, coordinating reservations across multiple events, and partnering with the marketing team on social media initiatives. The coordinator also supports the team in overseeing event logistics. The focus is on creating memorable experiences that drive member engagement and event participation. If you excel in a fast-paced, polished setting and enjoy connecting with others, we would like to hear from you!

Job Duties:

• Schedule committee meeting dates in coordination with the Executive Director of Member Events (EDME).
• Provide administrative support for committees, including maintaining rosters, preparing meeting BEOs, and creating post-meeting task lists.
• Coordinate all details for assigned events, including food and beverage, setup, seating assignments, audiovisual needs, diagrams, rentals, and flowers, etc. and create a detailed BEO
• Maintain and update event details after BEO publication for the operations team.
• Manage event documentation, including event planning sheets, proformas, expense statements, invoices, check requests, event orders, member billing sheets, and email correspondence.
• Communicate effectively with members and co-workers via both oral and written communications
• Attend a twice weekly Menu Meeting with the operations team
• Assist the operations team on the day of the event, acting as a liaison and offering support as needed.
• Provide comprehensive and timely marketing requests for the Banner.
• Collaborate with the marketing team to create event promotional materials, including photos, videos, and emails.
• Receive, record, and manage reservation lists for all Member Events.
• Send email confirmations for Member Events and manage responses.
• Execute check in for all Member Events at the League House.
• Assist the Concierge Team with reservations or troubleshooting reservation issues.
• Attend a monthly Banner meeting to communicate event details with the Concierge Team
• Answer all incoming calls to the Member Events Line in a polite and professional manner.
• Maintain the Member Events forecast and KPI reports in coordination with DME.
• Create and manage all Member Events on the Union League website.
• Review the monthly calendar of events to ensure that information is up to date and accurate.
• Assist Member Event Managers with event preparation to include name tags and menus
• Additional duties as assigned

Mandatory Workdays

• Including but not limited to: New Year’s Eve, New Year’s Day, Children’s Halloween, Fall Ball (first Saturday in November), Family Christmas (first Sunday in December)

Education and Skills Requirements:

• College Education or 3 years related experience
• Excellent oral and written communication
• Excellent organizational skills
• Proficient in Microsoft 365
• Tech Savy
• Multi-task oriented