Description

JOB SUMMARY:  

The Special Events Coordinator is responsible for planning and executing special events hosted by WESTMARC and on behalf of the membership.  WESTMARC is a membership organization whose mission is to promote the West Valley for business attraction through effective and focused special events and digital marketing strategies and campaigns. This position works with the Executive Vice President, President and CEO, WESTMARC team, and members to position the West Valley for strategic exposure and relevant content delivery at events. 

Member investments are the foundation of WESTMARC’S financial viability.  This position is charged with engaging with existing members and sponsors in a positive and proactive manner to ensure their exposure through event participation and promotion/exposure of member assets. 

WESTMARC Signature events and informational forums provide members with key networking and learning opportunities to increase exposure of their organizations. This position will manage WESTMARC events from sponsorship to execution, within a team environment. 

Requirements

PRIMARY/ESSENTIAL JOB DUTIES 

Manage WESTMARC Signature Events:

1.      Plan, manage and execute special events to include:

        Governor’s State of the State Address

        WESTMARC Annual Meeting

        Top Golf Partee

        WESTMARC Annual Economic Summit 

        WESTMARC Legislative Breakfast

        WESTMARC Healthcare Summit

        Annual Golf Tournament

        Best of the West Annual Awards Dinner

        Business Technology Summit

        WESTMARC sponsored business and community events/meetings

        Member driven, informational forums, webinars and events

2.    Coordinate with vendors, to include contract negotiation and event execution.  

3.    Coordinate with sponsors on all facets of event management and sponsorship fulfillment. 

4.    Create and manage event budget to ensure all WESTMARC events are revenue generating. 

5.    Coordinate all event promotional materials to include invitation, registration links, webpage,    programs, sponsor, packets, promotional flyers, etc. 

6.   Coordinate and secure raffle items and promotional items for events with donors and members.

7.   Communicate with event attendees on seating, guests, special needs, etc.

8.   Oversee intern or volunteer assistance for special events. 

Membership Engagement:

1.     Cultivate relationships with existing members to remain informed on their mission and assist with promoting their initiatives, through events, webinars, etc. 

2.     Generate and grow sponsorships for special events in accordance with the annual event budget.

3.     Utilize Memberzone database to ensure members receive event benefits per membership level in coordination with the Director of Finance & Operations.

4.     Participate in Monthly Member Orientation. 

5.     Ensure WESTMARC website is up to date with current event information.

Represent WESTMARC:

1.     Represent WESTMARC at community events and regional committees as needed. 

REQUIREMENTS:
1.     Experience in Special Events
        A minimum of 3 years planning and executing special events. 

        Demonstrates a strong working knowledge of planning special events and ability to work as a team member to ensure all functions are performed effectively.

        Strong attention to detail and knowledge of event planning principles. 

        Experienced in managing special event budgets.

        Ability to work effectively with internal and external stakeholders and vendors.

        Conscientious with a strong sense of pride in product delivery.

        Seeks out opportunities to expand related knowledge and skills through formal and/or informal education.

        Actively looks for opportunities to improve processes and shares these ideas with the Executive Vice President & President/CEO.

        Ability to think creatively in planning marketing strategies to increase awareness and sales for special events. 

        Team oriented. 

        Knowledge of Adobe Creative Cloud or photoshop, etc. 

        Knowledge of ASANA or other project management software. 

2.     Culture of Collaboration
        Communicates both verbally and non-verbally in a strong, positive and effective manner. 

        Consistently demonstrates honesty, integrity and respect for others, role modeling this behavior for others.

        Demonstrates behaviors of an effective leader.

        Shares knowledge, information and ideas and encourages others to do so as well.

        Be a team player.

        Establishes and maintains effective relationships with colleagues and members. 

        Offers assistance and support.

        Keeps commitments and follows through on promises. 

3.     Accountability
        Demonstrates a high level of personal accountability:

        Completes assigned work within acceptable quality standards and established timeframes.

        Impeccable attention to detail and strong work ethic. 

        Adheres to established policies, procedures, standards, guidelines and regulations and interprets these for team members.

        Receives and provides constructive feedback and integrates that information to improve personal and organizational performance.

        Utilizes time, equipment and resources effectively.

        Help others understand the financial impact of decisions.

        Identify ways to increase efficiency and lower costs.

        Recognize the importance of each employee’s role in the success of the organization and working to support them.