Special Events Coordinator

Greater San Antonio Chamber of Commerce; San Antonio (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a Special Events Coordinator to support the planning and execution of over 100 events each year. This role involves collaborating with the Director of Special Events, managing event logistics, and ensuring a seamless experience for attendees. You will have the opportunity to engage with sponsors, oversee event registration, and contribute to the creative aspects of event décor. If you are passionate about event management and thrive in a dynamic environment, this position offers a chance to make a significant impact in the community.

Qualifications

• Experience in planning and executing events.
• Strong organizational and communication skills required.

Responsibilities

• Assist in planning and executing over 100 special events annually.
• Manage event registration and provide customer service during events.

Skills

Event Planning

Customer Service

CRM Management

Communication

Organization

Education

Bachelor's Degree in Event Management or related field

Tools

GrowthZone CRM

Microsoft Excel

Job description

Job Title: Special Events Coordinator

The Special Events Coordinator, under the director of Special Events, is responsible for supporting the planning and execution of more than 100 special events annually.

Essential Duties:

• Assist the Director of Special Events and other coordinators with planning, development, and execution of revenue-generating events, including:

Planning Items:

• Attend planning meetings, site visits, and tastings
• Assist in managing event registration through GrowthZone CRM
• Create and maintain SPECS sheets and event checklists
• Communicate with sponsors to obtain guest names for tables
• Order food for internal meetings and events
• Assist in event décor projects
• Print name badges
• Assemble supplies before events
• Assist with setup and execution of 'know-before-you-go' emails
• Organize past sponsors in Excel
• Create event folders in the public drive
• Create maps for venue options
• Send calendar invites and reserve dates on the Master calendar
• Assist in securing caterers and finalizing menus
• Provide food and beverage counts to venues
• Assist in finalizing setup and other event details

Execution Items:

• Provide customer service by answering inquiries
• Assist at events with setup, breakdown, and managing the registration team
• Assist in collecting outstanding revenue
• Manage registration processes during events
• Create and maintain a VIP look book
• Assist with planning and executing Mingle and Mixer logistics