Duties: Reporting to the Business Development Manager, the Event Coordinator will assist with managing all aspects of planning for approximately 75-100+ Rental & Special Events each year at the Annenberg Center for the Performing Arts at the University of Pennsylvania. The Event Coordinator is a front facing role within our University community and will ensure the successful execution of all University, Student and External rental events and overall client satisfaction. The Event Coordinator will provide administrative assistance for Annenberg rentals department as well as assisting in the operational planning of rental and special events inclusive of administering estimates, contracts and logistics for all assigned events.
As such, the essential function of the Event Coordinator includes but is not limited to the following:
*Work closely with rental clients, partners and Annenberg staff to provide the best possible environment for each assigned event and to encourage continued collaboration in the future.
*Track and assist with processing all initial rental inquiries via phone, email and web submissions and compile reports of rental activity and status.
*Schedule and perform client walk-throughs and/or initial site visits providing top-notch customer service by fielding questions and anticipating event needs.
*Communicate with Annenberg departments as necessary to present event information and feedback in a clear and concise manner from event concept through event execution and final payment processing.
*Act as on-site Event Lead for all assigned events working with House Management, Box Office and Production where necessary to successfully address any unexpected changes, requests and field questions, concerns or potential complaints from clients/patrons.
*Effectively manage issues as events progress in real time, prioritizing event needs while providing creative solutions.
*Create post-event evaluation for internal staff and track possible improvements for department and general event operations overall.
*Assist with special projects and conduct research as assigned by the Business Development Manager and General Manager.
This position requires extensive evening and weekend hours, plus and active, supervisory presence at all major Annenberg event.
Qualifications: High School diploma required, College degree preferred, plus 1-2 years of responsible administrative event planning experience or an equivalent combination of education and experience in a performing arts setting; ability to work independently; proficiency in the use of various Microsoft Office products, spreadsheet, and database programs. Willingness to learn new software applications essential; experience with Artifax or equivalent Facility Scheduling software a major plus. Experience in working with budgets is essential. General technical and audiovisual knowledge for both small and large scale live events is preferred. Working knowledge of concepts, principles and practices of event planning required.
Excellent interpersonal communication skills, both oral and written with eye on political acumen including skill in effectively representing the University at large. Outstanding problem-solving skills, with a documented history of implementing new techniques and systems to improve accuracy and work-flow. Excellent attention to detail and organizational and prioritization skills; ability to manage multiple priorities and meet tight deadlines. Excellent customer service skills. Ability to oversee and staff events as needed; occasional evenings and weekend required.
Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists. Ability to work professionally under pressure and under tight deadlines; ensuring excellent customer service support. Ability to work as part of a team, maintaining a positive attitude during potentially stressful situations.
Reference Number: 19-28983
Salary Grade: 024
Employment Type: Non-Exempt
Org: Annenberg Center for Performing Arts
Job Family: X-Secretarial/Administrative