Venue Operations Coordinator

Center for Cultural and Technical Interchange Between East and West, Inc; Honolulu (HI); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Health insurance

Retirement savings with generous match

Paid time off

Job summary

The East-West Center in Honolulu invites applications for a Venue Operations Coordinator to manage year-round events at Imin, delivering exceptional customer service, coordinating logistics, contracts, and budgets, and collaborating with the Events team.

The role requires a post-secondary degree and at least three years in venue or large-scale event planning, strong communication, and proficiency with MS Office and event software. This is a full-time, in-person position based in Oahu, Hawaii.

Qualifications

• Post-secondary degree and at least 3 years of full-time work experience in banquet/venue management, convention services, or large-scale event planning.
• Ability to manage client, vendor, or tenant relationships and make basic daily decisions.
• Experience with budgeting, contracts, invoicing, and reporting for events.

Responsibilities

• Plan and coordinate all events scheduled at Imin throughout the year, aligning with EWC’s mission and values.
• Draft and process contracts, deposits, fees, refunds, and insurance requirements.
• Maintain accurate event records and related reports.
• Manage budgets, invoices, and financial statements; communicate with clients about billing.
• Coordinate event logistics, floor layouts, vendor contracts, and labor needs.
• Serve as primary event contact, handle registrations, and participate in post-event evaluations.

Skills

Communication skills

Project coordination

Team collaboration

Customer service

Education

Post-secondary degree

Tools

MS Office

Raiser’s Edge

MailChimp

Constant Contact

Job description

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

The East-West Center is seeking a Venue Operations Coordinator to perform various administrative duties and functions that support the implementation of a year-round calendar of events and functions held at Imin. This position provides exemplary customer service and collaborates with various stakeholders and handles all aspects of event planning from event production, communication, logistics, and budgeting to ensure each event’s success. This position will also collaborate and assist the Events team in marketing, coordinating, and facilitating external conferences, workshops, and events for EWC.

MAJOR DUTIES:

Venue Administration

• Plans and coordinates all events scheduled at Imin throughout the year. Events may vary in size, demographic, and meeting spaces; but all will focus on supporting EWC’s mission, vision, and values.
• Assists with determining appropriate fees associated with each event; drafts and processes contracts for securing venue use, process deposits, fees, and refunds, and ensures contract terms and insurances meet EWC requirements.
• Maintains accurate event records and prepares related reports and correspondence related to unit and event performance.
• Assists with developing and maintaining standard policies and procedures related to unit operations and performance; recommends and participates in the implementation and improvement of policies and procedures.
• Maintains budget and expenditure records. Prepares fiscal documents, invoices, financial statements, and processes payments; and communicates directly with clients regarding billing. Reconciles expenses between budget and general ledger accounts. Prepares financial statements and reports for supervisor’s review and approval.

• Assists in tracking revenue, expenses, and budget forecast for events and internal service operations.
• Utilizes and maintains contact databases within EWC systems using Raiser’s Edge and excel files, to ensure the information is current and accurate; coordinate and compiles data and information for various reports and projects as need for team performance reporting.

Event Planning and Coordination

• Oversees and directs logistics of venue event planning, implementation and follow-up. This includes all aspects of event coordination that include developing floor layouts and seating charts, reviewing vendor contracts and service procurements, and labor set-up and breakdown, among other duties. Approves setups and arrangements for services provided by EWC.
• Meet with prospective and existing clients to provide information regarding venue space, capabilities, and services; as well as determine equipment, personnel, and other services required for desired event(s).
• Liaises with Venue Operations Assistant regarding event itinerary and details to ensure client satisfaction and contractual needs are met.
• Assists external events and receives and responds to general inquiries, questions, and complaints.
• Enforces health, safety, and other regulations related to venue use and external events.
• Assists venue and events team with event set-up, such as placement and removal of tables, chairs, banners, audio-visual equipment, and event supplies as needed.

• Assists with managing venue guest registration processes including registration pages; compiling registration lists; scheduling and drafting mass emails for registrants; and serving as primary event contact person.
• Participates in post-event evaluations and works to develop the quality and profile of EWC events.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

REQUIRED QUALIFICATIONS:

Education and Experience – A post-secondary degree and at least three (3) years of full-time work experience related to banquet or venue management, convention services, or large-scale event planning; or a combination of education and work experience equaling at least five (5) years that relate to successfully fulfilling the position’s duties. Qualifying experience must include leading a positive client, vendor, or tenant relationship with the authority to make basic daily decisions, as well as a demonstrated professional record of project or event management.

Communication –

Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability – to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work and deal effectively with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate work documents, files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to work effectively as a team member; and to appropriately handle, maintain, and secure confidential information when communicating across the Center and with the public.

Knowledge – of office practices and procedures, particularly as they apply to project management and event planning computer program use, database software, office machine skills, and best practices; of correct English grammar, punctuation, spelling, and word usage; and of MS Office suite and e-marketing platforms (MailChimp, Constant Contact, etc.)

Physical Requirements – Exposed to prolonged periods sitting at a desk and working on a computer. Certain tasks may require the ability to lift items that weigh up to 40 pounds and perform other physical activities related to accomplishing the duties of the position.

Work Schedule – While a standard work week is Monday through Friday, the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill the needs of clients and conference participants.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

• Competitive Salary and Benefits - The annual salary for this position starts at $70,005.44 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.
• Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.
• Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

The East-West Center isa premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.