Coordinator, Events

Description

POSITION TITLE:    Event Coordinator

REPORTS TO:          Senior Director of Experience 

STATUS:                   Non-exempt

LOCATION:             Mostly On-Site 

SALARY RANGE:    $48,000 - $49,470 

COMPANY OVERVIEW

Feeding Tampa Bay serves ten counties in West Central Florida and is a leader in hunger relief across our region. Just last year, we served 85M meals to our neighbors through direct service and through our network of 400 food pantry partners. 

But, we know food alone won’t solve hunger — that’s why we’re redefining what it means to feed our region. By creating pathways to possibilities for nearly 1 million people, Feeding Tampa Bay connects and convenes solutions, partners and resources that nourish long-term stability. As a member of the Feeding America network, we will work to dismantle barriers for individuals, families and seniors across our area — because it’s possible.

If you’d like to learn how you can make an impact as part of our dedicated team in the Event Coordinator role, we want to hear from you!

POSITION SUMMARY
The Event Coordinator will plan, organize, and execute a variety of events ranging from corporate conferences and meetings to fundraisers, social events, and community celebrations. This role requires a collaborative spirit, excellent organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. As part of our Experience Division, the Event Coordinator will work closely with clients, vendors, and internal teams to ensure the success of each event.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under direct supervision of the Senior Director of Experience, the Event Coordinator’s primary duties and responsibilities are planning and managing FTB Signature Events and assisting in the execution of social enterprise events of varying sizes and purposes at The Causeway Center. 

The Event Coordinator is responsible for partnering with clients on their event concepts and objectives, managing timelines, schedules, and budgets, and coordinating all event logistics. This role will oversee event setup, execution, and teardown, ensuring smooth operations and promptly addressing any issues. The role involves creating memorable experiences while serving as the main point of contact for clients and stakeholders, providing regular updates, and analyzing feedback for continuous improvement. 

• Provides professional client services in the planning, organizing and managing of internal and external events, to include logistics, registration and attendee tracking, presentation and materials and pre-and post-event evaluations
• Respond and manage inbound inquiries for external events, including corporate events, holiday parties, community gatherings, etc.
• Plan all event details and aspects, including but not limited to floor plans, vendors, timeline, etc. to ensure FTB and city-enforced policies are followed
• Create and maintain events calendar and detailed schedule documents to coordinate with internal support teams (culinary, facilities, AV, etc.)
• Build and monitor ticketed events in Salesforce Blackthorn; troubleshoot as needed
• Provides on-site event support including after-hours and weekend events to manage full event life cycles
• Establish and maintain strong relationships with vendors, clients, and community contacts to ensure satisfaction and repeat/referral business
• Produces contracts and invoices for events, monitors the collection of fees, and provides payment information to appropriate personnel
• Creates diagrams and floor plans with setup requirements
• Ensure compliance with applicable safety standards, including obtaining certificates of insurance from vendors, capacity limitations, and access and egress conditions
• Be a positive ambassador of FTB with the ability to “sell” the unique features of our location as a premier space in the Tampa Bay area to host events and support the nonprofit community
• Periodically oversees and assists with setups as needed: moving tables, chairs, podium, stanchions, floor carpet install, and tear down
• Other duties as assigned 

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE 

• Excel working in a fast-paced, evolving environment, and demonstrate the ability to embrace the FTB’s commitment to treat all people with equity and respect in pursuit of our mission to feed people in need and mobilize our community to eliminate hunger
• 2-3 years of experience in event sales and event execution for hospitality, event industry, convention center, or equivalent; Bachelor’s degree preferred
• Collaborative mindset to work and uplift with clients, internal teams, and internal vendors
• Ability to communicate kindly, and maintain a positive attitude and work environment while working with diverse groups of people
• Self-starter who can handle multiple tasks simultaneously, meet tight deadlines, and be extremely detailed to work on contracts, itineraries, event communication, etc
• Needs to demonstrate effective presentation skills and an overall professional demeanor
• Proficient in computer programs including Google Office Suite, Blackthorn, and Canva
• Excellent oral and written communication skills with proactive customer service experience
• Willing to be cross-trained to support corporate and community engagement team efforts which may also include volunteering, food and fund drives, and delivery of community education and outreach programming
• Schedule must be flexible with the ability to work some nights, weekends & holidays
• At least 18 years old with a valid driver's license and able to meet company driving guidelines

Salary : $48,000 - $49,470