Events Coordinator

Position Overview:
The Events Coordinator will play a key role in organizing, managing, and executing both internal and external events for the Chamber SWLA and its members. This role involves coordinating a wide range of tasks from logistical planning and catering to member engagement and office administration. The ideal candidate is a detail-oriented, proactive, and adaptable team player who excels in event planning and thrives in a fast-paced, dynamic environment and one who can work at a fast pace with an urgency and focus on achieving goals.

Key Responsibilities:

Event Planning & Coordination:

• Organize, coordinate and implement setup for internal and external meetings and events for the Chamber SWLA, including monthly member meetings, business mixers, workshops, conferences, and large-scale community events.
• Handle logistics for events, including room scheduling, venue setup, catering arrangements, registration, and ensuring all event materials are prepared in advance.
• Coordinate with vendors, sponsors, and speakers for event participation, ensuring all event details are handled efficiently and in a timely manner.
• Serve as the main point of contact for vendors, caterers, and maintenance.
• Ensure smooth event execution by helping to manage on-site event logistics, overseeing registration, and troubleshooting any issues that arise.
• Ensure event cleanup is complete and venue is back in original condition.

Office & Member Engagement:

• Order and maintain necessary event materials, office supplies, and promotional items to support Chamber operations and events.
• Serve as point of contact for incoming phone calls, provide information on Chamber programs, and assist with member inquiries.
• Act as primary contact for Facilities Department for meeting room set-up.
• Communicate with Custodial Department on meeting room cleaning needs.
• Support team members in maintaining efficient office operations.
• Prepare and maintain accurate member attendance and participation records in the Chamber’s database.

Administrative Support:

• Backup duties for Front Desk for lunch and/or as needed.
• Take meeting notes for internal and member meetings, including team check-ins, and distribute them as needed to ensure follow-up on action items.
• Ensure all logistical and administrative tasks are completed efficiently and accurately, keeping the Senior Vice President informed of progress and any challenges.

Qualifications:

• Proven experience in event coordination or a related field.
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and event management software.
• Strong attention to detail and problem-solving abilities.
• Ability to work both independently and as part of a collaborative team.
• A positive, “can-do” attitude with excellent interpersonal skills.
• Sense of urgency when tasks warrant.
• Prior experience in member services, sponsorship, or business engagement is a plus.
• This is a demanding full-time position that does require frequent before hours and after-hours meetings and events. The successful candidate must have a schedule that is flexible enough to allow for these meetings. Further, at times, particularly during our busy season, it will require extra hours to ensure successful events and projects.

Desired Traits:

• A strong team player who thrives in a collaborative, dynamic environment.
• Flexible and adaptable, able to work effectively under pressure and adjust to changing priorities.
• Proactive and resourceful, with a high level of initiative and creativity.

What We Offer:
• Opportunity to work in a vibrant, community-oriented environment.
• A chance to develop skills in event management, membership engagement, and business development.
• A collaborative and supportive team that values growth and professional development.
• Competitive salary commensurate with experience.
• Comprehensive benefits package including health insurance, retirement plan, paid time off, and professional development opportunities.

Please send resume and cover letter and any questions to: info@allianceswla.org.