Freelance Event Specialist - Oak Brook, IL

Visit Company, Llc. - Oak Brook, IL

Full-time - Mid Level

Oak Brook, IL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

Visit.org is seeking a dedicated and experienced Freelance Event Specialist to manage the logistics of in-person events. This role is crucial for ensuring that our corporate clients have a memorable and impactful experience during their events. The ideal candidate will possess an entrepreneurial spirit, a passion for live events, and the energy and discipline necessary to execute events that align with our mission of social impact. As a Freelance Event Specialist, you will be responsible for coordinating all event details, including shipping materials and arranging staffing, while also serving as the on-site coordinator during events. In this role, you will participate in virtual planning meetings with various stakeholders, including corporate partners and nonprofit organizations, to ensure that all aspects of the event are well-organized. On the day of the event, you will take ownership of the logistics, setting up the venue, aligning with the on-site team, and ensuring a high-quality customer experience. You will also manage the check-in process, provide a warm welcome to guests, and problem-solve any issues that arise, such as missing supplies or technology challenges. Your ability to communicate effectively and maintain a positive atmosphere will be key to the success of each event. This position requires flexibility, as you will be working on a contract basis per event, with the possibility of working nights and weekends. You will also need to be willing to travel to various locations within the local region. The role is physically demanding, requiring the ability to lift up to 30lbs and stand for extended periods. If you are passionate about social impact and enjoy working in a dynamic environment, we encourage you to apply!

Responsibilities

• Join virtual planning meetings ahead of each event with all parties: corporate partner, nonprofit partner, Visit.org event host, Visit.org event coordinators, etc.
• Take ownership and responsibility of our in-person events: be on-site to set up, align with the on-site team, tear down, clean site areas, problem-solve, and ensure high-quality customer experience.
• Be the Visit.org representative, leader, and problem solver at events.
• Align roles and responsibilities with onsite team: event host, nonprofit organization, venue, additional staff, and corporate partner.
• Manage check-in process for in-person events; providing a warm and friendly welcome to guests.
• Problem-solve issues such as missing supplies, late staff, technology challenges, etc.
• Escalate issues to Events Team when necessary to keep them informed or help problem solve.
• Send consistent updates, photos, and videos to Events Team throughout event.
• Help clean the site and repackage and ship all materials back to the distribution center after the event ends.

Requirements

• Fluency in English and strong communication skills.
• Based in Oak Brook, IL.
• Schedule flexibility with availability to work on a contract per-event basis, as needed.
• Experience in complex, large-scale events and smaller executive-level intimate events.
• Shown experience in executing events at the highest level and continuously raising the bar on content and the customer experience.
• Resourcefulness, ability to exhibit grace under pressure, and be solutions-minded in ambiguous situations.
• Quick thinker with the ability to problem-solve on the fly.
• Self-starter who is organized and detail-oriented.
• Strong interpersonal and customer service skills, especially in fast-paced situations.
• Experience with group facilitation and managing group dynamics.
• Willing and eager to travel to various areas of the local region.

Nice-to-haves

• Experience in event management software or tools.
• Knowledge of nonprofit organizations and social impact initiatives.

Benefits

• Contract role with flexible scheduling based on event needs.
• Opportunity to work on diverse and impactful events.
• Gain experience in event management and coordination.