Special Events Coordinator Job Description

Special Events Coordinator Job Description

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Special events coordinator provides event planning resources and guidance for program events and is responsible for collecting and organizing event records.

Special Events Coordinator Duties & Responsibilities

To write an effective special events coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included special events coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Act as cross-departmental liaison as it relates to event planning and execution
Serve as staff liaison for the Gala Planning Committee
Participate and contribute to medical education curriculum decisions, including IRB studies, monthly strategic planning meetings, and the design of workshops and eLearning modules
Assist in planning and execution in all aspects of assigned special events
Serves as the Special Events Coordinator and Production Manager for Army Entertainment, delivers programs at the Installation – garrison level provides and supports Major Command events, responsible for the planning and executing of community special events that respond to the needs and interests of the military/civilian population
Create, Maintain & distribute Event documents including schedule, contact sheet
Manage event specific needs ranging from parking, radios and credentials to activations, DJ’s and collateral
Provides administrative support for SVP, Creative Services
Responsible for reconciling, coding and submitting invoices for events, supplies and department shipping/messengering accounts
Assists on site with events

Special Events Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Special Events Coordinator

List any licenses or certifications required by the position: CPR, AED, RCRSP, NIRSA

Education for Special Events Coordinator

Typically a job would require a certain level of education.

Employers hiring for the special events coordinator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Marketing, Business, Communication, Hospitality, Communications, Management, Public Relations, Computer, Graphic Design

Skills for Special Events Coordinator

Desired skills for special events coordinator include:

Administrative procedures
Concepts
Planning
Principles and practices of event planning and production and public relations
Critical facilities and vendor management for specialized services is advantageous
Local occupational health and safety requirements
Policies
Resource allocation
Achievements and infrastructure
Campus

Desired experience for special events coordinator includes:

Partner with Merchandising, Marketing, Stores, Legal, Real Estate, Business Partners and Public Relations teams to conceptualize, plan and implement events for product launches, press events and corporate meetings
Develop, write, edit copy, secure artwork for event promotional materials, inclusive of signage, flyers, website, private event tickets and more
Research, estimate and negotiate costs with vendors in order to secure the best pricing for event needs, such as catering, rentals, AV equipment, printing and entertainment
Be on-site for events
Bachelor s degree, 3+ years of corporate production experience
Ability to interface with internal and external partners and to manage projects is required

Special Events Coordinator Examples

1

Special Events Coordinator Job Description

Job Description Example
Our company is looking for a special events coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for special events coordinator
  • Works closely VIPN Ticketing staff to determine what inventory is available in every market
  • Manage contract creation to completion as it relates to events, demos, and vendor service
  • Ensure that donations are acknowledged in a timely and accurate fashion
  • Work with the CEO to build and maintain relationships with public officials, particularly NYC Council Members
  • Develop content for LIFT website, social media, and e-newsletter
  • Collaborate with the Grant Writer to conduct foundation, government, corporate grant research
  • Create rules for all events
  • Interfaces and serves as a liaison for all levels of staff and volunteers
  • Manages, evaluates, and expands fundraising programs under the direction of the Associate Director of Development and Chapter leadership
  • Maintains accurate and complete financial records for each event
Qualifications for special events coordinator
  • Must have valid driver’s license, vehicle insurance and reliable transportation
  • Must have interest in and/or willingness to develop working knowledge about Alzheimer’s disease and its impact on diagnosed individuals, families, and caregivers
  • Must possess valid Washington State driver’s license and proof of insurance, and access to dependable automobile
  • Ability to diplomatically engage with a variety of personalities in a positive manner
  • Ability to motivate, inspire and delegate work to Walk volunteers
  • Ability to work a flexible schedule, including evening and early morning work as needed (average 2-3 times per month) and Saturdays and Sundays throughout August, September, and October when Walks occur
2

Special Events Coordinator Job Description

Job Description Example
Our growing company is looking for a special events coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for special events coordinator
  • Sending any correspondence related to events
  • Sending reminders before every team meeting, rehearsal and orientation and indicating what to bring with them
  • Notifying staff of date changes and anyone it may affect
  • Sealing and mailing correspondence
  • Scheduling appointments and entering appointments into calendars
  • Copying programs for special musical programs or concerts
  • Assist in the preparation and distribution of event materials
  • Assist Coordinators with set-up and teardown of events operational functions including data entry, registration and prize distribution
  • Assist in the preparation, distribution and storage of any gift items
  • Assist in organizing and maintaining Special Events inventory in Special Events storage facility
Qualifications for special events coordinator
  • Must be able to communicate effectively with people of diverse backgrounds and ages
  • Must possess a reliable personal vehicle, valid driver’s license and proof of valid insurance
  • Must be able to lift, carry, transport, and setup a variety of materials (weighing up to 50 pounds)
  • Working knowledge of Lake and Mason County community resources preferred
  • Special event/fund development experience strongly preferred
  • Experience supervising VIP’s, volunteers, high level executives and internal personnel
3

Special Events Coordinator Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of special events coordinator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for special events coordinator
  • Performs additional tasks as directed by the Sr
  • Assist Manager and Sr
  • Manage, coordinate, and implement all aspects of all assigned fundraising activities including but not limited to, the Walk to End Alzheimer’s, RivALZ and other special events as assigned
  • Travel to Walk to End Alzheimer’s markets regularly
  • Plan and coordinate meetings, agendas, and activities with volunteer leaders
  • Interface and serve as a liaison for all levels of staff and volunteers
  • Manage, evaluate, and expand fundraising programs under the direction of the Director of Development and Chapter leadership
  • Responsible for maintaining accurate and complete financial records for each event
  • Responsible for duties of assigned and attached military, civilian & contractor personnel in accomplishing production and program missions
  • Special events implemented include community wide events
Qualifications for special events coordinator
  • Ability to lift and move up to 25 lb
  • Possesses exceptional organizational and time management skills superb attention to detail
  • Must have valid driver’s license, proof of insurance, and have access to a reliable vehicle
  • High school graduation or equivalent AND two years of experience in working and managing events OR equivalent education/experience
  • Bachelor’s degree in Education, Social Work or related field - Master's degree preferred
  • At least 3 years of experience in community-based education programming in a professional or paraprofessional role – preference for experience working with college students and volunteers, familiarity with university culture, and/or working in diverse communities
4

Special Events Coordinator Job Description

Job Description Example
Our innovative and growing company is hiring for a special events coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for special events coordinator
  • Devises, improvises, and adapts activities to the wide range of participant's interest and needs considering limitation of funds, facilities, equipment, volunteers, staff support, , available
  • Provides advice to program managers and technicians in support to ensure quality standards are met in tour management
  • Submits a cost analysis of special events prior to implementation and after each event
  • Support the PEP and Sales team in a pre-sales mode – providing broadcast expertise in some OU major bids and proposals
  • Work closely with the India based Bookings team to ensure any customer requests are handled for the majority of a business day
  • Provide Bookings support to the Occasional Use customer base with the aim to grow the business
  • Manage Special events including booking Tata owned and 3rd party resources and sending bookings confirmations/handover documents
  • Maintain reciprocal vendor relationships to provide OU services
  • Provide support to the Live Events MCR the onsite team
  • Act as a conduit to the wider operations team (MSOC) by providing first line support with specific OU knowledge and skills
Qualifications for special events coordinator
  • Bachelor degree in Communications, Public Relations, Marketing or related field preferred
  • Must be able to work early mornings and late nights weekends and holidays (will be given time off accordingly)
  • Experience with CRM databases a plus
  • Team player that has the ability to interface with all levels of staff and volunteers
  • Willingness and availability to work some weekends and evenings
  • Current driver’s license – and meet qualifications for van certification (provided as on-the-job training)
5

Special Events Coordinator Job Description

Job Description Example
Our company is looking to fill the role of special events coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for special events coordinator
  • Work closely with customers to ensure a flawless customer experience from start to finish
  • Ensure the Bookings data in ScheduAll is accurate when on passing to the Billing team
  • Manage the operations of the office
  • Review touring artist hospitality riders and provides budget for items and services as listed
  • Oversee backstage service on show days including but not limited to providing meals, dressing room set up, light wardrobe duties, and runner duties
  • Book or make recommendations of local hotels for the acts and their entourage
  • Build and cultivate relationships with vendors such as caterers, hotels and equipment providers to negotiate for best pricing available
  • Maintain database of potential targets for Special Events and participates in solicitation efforts
  • Participate in association meetings for event planners and similar organization
  • Manage events as assigned and work as the direct contact for the special events
Qualifications for special events coordinator
  • 1-2 years’ experience is preferable (additionally, in a higher education setting or previous office experience)
  • Ability to effectively manage multiple projects and competing priorities at once
  • The ability/willingness to work as an integral part of a team are essential
  • Knowledge of C-Vent data base preferable
  • Preference for knowledge of accounting
  • Ability to meet and exceed goals

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