What are the responsibilities and job description for the Social Events Coordinator position at Multnomah Athletic Club?
The Multnomah Athletic Club has a rich story of excellence in Portland, and its 130-year history makes it a cornerstone organization of the city. The club is owned and governed by a membership of 22,000 and operated by staff in a beautiful downtown clubhouse with 600,000 square feet of athletic and social spaces. MAC’s mission is to enrich lives, foster friendships, and build upon traditions of excellence in athletic, wellness, and social programs. The staff team embodies this mission and looks for ways to partner with members and work collaboratively to bring it to life.
Job Summary
Act as a staff liaison between club management and members, coordinating the activities and programs planned by various committees and the Engagement Department. Works with members and club staff to create premium social and athletic member events for the MAC community. Plan, coordinate and execute athletic events, educational programming, meetings, and social functions for all ages; includes digital and hybrid-virtual/live experiences. Orchestrates all aspects of event logistics, from initial planning through event-day execution; includes directing and coordinating staff, volunteers, vendors, and service providers, as well as prioritizing shifting demands and troubleshooting emergencies.
Essential Job Functions
Event and Program Planning
1. Plan, coordinate and implement social, athletic, and educational events from inception to conclusion to provide a positive member experience. This includes scheduling, researching, catering, marketing, and billing. Programming is for all ages; includes digital and hybrid-virtual/live experiences.
2. Orchestrates all aspects of event logistics, from initial planning through event-day execution; includes directing and coordinating staff, volunteers, vendors, and service providers, as well as prioritizing shifting demands and troubleshooting emergencies.
3. Develop, plan, and administer the continuing education activity guide for adults. Strategically design course offerings, evaluate the curriculum, write course descriptions, and coordinate logistics with independent contractors.
4. Provides guidance and support to activity and sports committees as assigned, acting as a liaison between club management and members.
5. Provides event and sales support to the team and works on special projects as assigned by the Events Manager and the Social Engagement Manager.
6. Represents the club at events and activities both on property and off premises, overseeing the details and event management as necessary.
7. Collaborate with other departments to plan events and enhance value for members.
Administrative
1. Prepare agendas, meeting notices, minutes, and other correspondence, as needed.
2. Ensures that reservations and email confirmations are processed accurately and in a timely manner for events and classes as needed.
3. Monitor’s expenditures and revenues for all events as assigned. Provide reports to managers and committees as requested.
4. Oversees all pre-event marketing promotions including magazine and Web site articles, posters, flyers, invitations, group e-mailings and mass mailings.
5. Follows club standards for communications through The Winged M, www.themac.com, correspondence and other communication methods.
Secondary Functions
1. Works cooperatively with others in the department to maintain a friendly, customer-oriented work team.
2. Complies will Club safety policies and procedures demonstrating safe work practices. Identifies and reports unsafe or hazardous work conditions. Reports on all workplace injuries and illnesses to the supervisor.
3. Assist members in person, by telephone and e-mail with basic member questions and requests, including registrations, reservations, and catering sales.
4. Performs other tasks as assigned by managers.
5. Participate in all club-related training classes.
Essential Tools, Equipment, Vehicles, and/or Machinery
Essential job functions require the use of general office equipment including telephone, computer, fax machine, photocopier and operating a motor vehicle.
Physical Requirements & Working Conditions
Essential job functions require considerable sitting, standing, walking, some lifting, finger dexterity, hearing, speech, visual acuity, and the ability to travel by automobile and common carrier.
Qualifications
1. Bachelor’s degree in event planning, hospitality, marketing or a related field, or the equivalent in education, training, and experience.
2. Customer service experience is required.
3. The ability to plan and coordinate multiple tasks in a fast-paced office environment.
4. The ability to work independently and as part of a team.
5. Excellent organizational and communication skills.
6. Strong interpersonal skills – professional, tactful, discreet, personable, and service-oriented.
7. Excellent verbal and written communication skills, including grammar, spelling, and punctuation.
8. Proficient in computer applications including Microsoft Office applications.
9. Willingness to work evenings and weekends, as required.
COVID-19 considerations: Your health and safety are a top priority at the MAC. In an effort to prevent the spread of COVID-19 in our facilities, we have implemented specific precautionary measures and processes for employees. Beginning October 1, 2021, all MAC employees must be fully vaccinated or have been approved for a legal exception. Fully vaccinated is defined as two weeks following receiving the second dose of a two-dose or one dose of a single-dose COVID-19 vaccination. Job offers are contingent on providing proof of vaccination or securing a documented and approved medical or religious exception.
The Multnomah Athletic Club is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.
Job Summary
Act as a staff liaison between club management and members, coordinating the activities and programs planned by various committees and the Engagement Department. Works with members and club staff to create premium social and athletic member events for the MAC community. Plan, coordinate and execute athletic events, educational programming, meetings, and social functions for all ages; includes digital and hybrid-virtual/live experiences. Orchestrates all aspects of event logistics, from initial planning through event-day execution; includes directing and coordinating staff, volunteers, vendors, and service providers, as well as prioritizing shifting demands and troubleshooting emergencies.
Essential Job Functions
Event and Program Planning
1. Plan, coordinate and implement social, athletic, and educational events from inception to conclusion to provide a positive member experience. This includes scheduling, researching, catering, marketing, and billing. Programming is for all ages; includes digital and hybrid-virtual/live experiences.
2. Orchestrates all aspects of event logistics, from initial planning through event-day execution; includes directing and coordinating staff, volunteers, vendors, and service providers, as well as prioritizing shifting demands and troubleshooting emergencies.
3. Develop, plan, and administer the continuing education activity guide for adults. Strategically design course offerings, evaluate the curriculum, write course descriptions, and coordinate logistics with independent contractors.
4. Provides guidance and support to activity and sports committees as assigned, acting as a liaison between club management and members.
5. Provides event and sales support to the team and works on special projects as assigned by the Events Manager and the Social Engagement Manager.
6. Represents the club at events and activities both on property and off premises, overseeing the details and event management as necessary.
7. Collaborate with other departments to plan events and enhance value for members.
Administrative
1. Prepare agendas, meeting notices, minutes, and other correspondence, as needed.
2. Ensures that reservations and email confirmations are processed accurately and in a timely manner for events and classes as needed.
3. Monitor’s expenditures and revenues for all events as assigned. Provide reports to managers and committees as requested.
4. Oversees all pre-event marketing promotions including magazine and Web site articles, posters, flyers, invitations, group e-mailings and mass mailings.
5. Follows club standards for communications through The Winged M, www.themac.com, correspondence and other communication methods.
Secondary Functions
1. Works cooperatively with others in the department to maintain a friendly, customer-oriented work team.
2. Complies will Club safety policies and procedures demonstrating safe work practices. Identifies and reports unsafe or hazardous work conditions. Reports on all workplace injuries and illnesses to the supervisor.
3. Assist members in person, by telephone and e-mail with basic member questions and requests, including registrations, reservations, and catering sales.
4. Performs other tasks as assigned by managers.
5. Participate in all club-related training classes.
Essential Tools, Equipment, Vehicles, and/or Machinery
Essential job functions require the use of general office equipment including telephone, computer, fax machine, photocopier and operating a motor vehicle.
Physical Requirements & Working Conditions
Essential job functions require considerable sitting, standing, walking, some lifting, finger dexterity, hearing, speech, visual acuity, and the ability to travel by automobile and common carrier.
Qualifications
1. Bachelor’s degree in event planning, hospitality, marketing or a related field, or the equivalent in education, training, and experience.
2. Customer service experience is required.
3. The ability to plan and coordinate multiple tasks in a fast-paced office environment.
4. The ability to work independently and as part of a team.
5. Excellent organizational and communication skills.
6. Strong interpersonal skills – professional, tactful, discreet, personable, and service-oriented.
7. Excellent verbal and written communication skills, including grammar, spelling, and punctuation.
8. Proficient in computer applications including Microsoft Office applications.
9. Willingness to work evenings and weekends, as required.
COVID-19 considerations: Your health and safety are a top priority at the MAC. In an effort to prevent the spread of COVID-19 in our facilities, we have implemented specific precautionary measures and processes for employees. Beginning October 1, 2021, all MAC employees must be fully vaccinated or have been approved for a legal exception. Fully vaccinated is defined as two weeks following receiving the second dose of a two-dose or one dose of a single-dose COVID-19 vaccination. Job offers are contingent on providing proof of vaccination or securing a documented and approved medical or religious exception.
The Multnomah Athletic Club is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.
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