Marketing and Event Coordinator

Wisconsin Latino Chamber Of Commerce - Fitchburg, WI

Full-time - Mid Level

Fitchburg, WI

About the position

The Wisconsin Latino Chamber of Commerce (WLCC) is seeking a dedicated and organized Event Manager to join our team for a full-time, limited-term position from January to December 2024. This role is pivotal in planning, coordinating, and implementing all WLCC community events and additional programs. The Event Manager will report directly to the Executive Director and Chief Development Officer, ensuring that all events align with the Chamber's mission and objectives. This position requires a proactive individual who can also assist guests, members, and businesses with technical support, embodying the Chamber's commitment to excellent customer service. As the Event Manager, you will be responsible for managing a variety of events, including conferences, seminars, fundraisers, and corporate functions. You will develop event concepts and themes that resonate with our clients' objectives while managing budgets and ensuring cost-effective solutions. Your role will involve scouting potential venues, coordinating logistics, and establishing relationships with vendors and sponsors. You will also oversee event logistics, including venue selection, setup, and breakdown, ensuring that every detail is executed flawlessly. In addition to event management, you will maintain a current database of groups in Chamber Master, assist with membership records, and support the team in various administrative tasks. You will be expected to cultivate and maintain extensive knowledge of all Chamber programs, services, initiatives, and activities, ensuring that you can provide accurate information and support to members and guests. This position requires a flexible schedule, as events may occur during evenings and weekends, and you will need to be available to meet the demands of the role.

Responsibilities

• Plan, coordinate, and implement all WLCC community events and additional programs.
• Assist with reports, databases, and general correspondence as needed.
• Cultivate and maintain an extensive knowledge of all Chamber programs, services, initiatives, and activities.
• Maintain a current database of groups in Chamber Master as defined by the Chamber Executive Director and Communications Manager.
• Assist the team to maintain all membership records as assigned.
• Assist with membership mailings and others as assigned.
• Attend Chamber & staff development functions at the discretion of the Chamber Executive Director and Chief Development Officer.
• Accept registrations via mail, internet/email, and/or telephone for Chamber events.
• Maintain accurate registration records at all times.
• Prepare name tags and event registration lists directly from Chamber Master for Chamber functions requested by the WLCC Executive Director.
• Utilize the internal SharePoint for all documents as defined in office processes.
• Maintain Chamber meeting rooms to ensure a clean and professional atmosphere at all times.
• Maintain current with all Chamber Master systems, processes, and tools.
• Maintain a positive working relationship with all staff, members, partners, and other community organizations.
• Identify and scout potential venues for events and coordinate logistics.
• Manage all project plans and action logs.
• Recruit, train, and manage volunteers for all events.
• Establish and maintain relationships with all vendors.
• Assist with sponsorship management and recruiting.
• Plan and facilitate designated meetings and record meeting minutes.
• Develop event concepts and themes that align with client objectives.
• Manage event budgets, including tracking expenses and ensuring cost-effective solutions.
• Coordinate with vendors and suppliers to secure necessary services and equipment for events.
• Oversee event logistics, including venue selection, setup, and breakdown.
• Develop and implement event marketing strategies to attract attendees and promote the event.
• Provide exceptional guest services throughout the event, addressing any issues or concerns that may arise.
• Conduct post-event evaluations to assess the success of each event and identify areas for improvement.

Requirements

• Proven experience in event management or related field.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent communication and interpersonal skills to effectively collaborate with clients, vendors, and team members.
• Proficient in budgeting and financial management for events.
• Knowledge of event marketing strategies to drive attendance and engagement.
• Ability to negotiate contracts and manage vendor relationships.
• Familiarity with banquet or restaurant operations is a plus.
• Events management: 1 year (Preferred).
• Customer service: 1 year (Preferred).
• Must possess a background in office procedures and clerical support along with good computer skills; specifically, Microsoft Office, Google Calendar, Gmail, Google Drive and ability to learn new software and systems.
• This position requires excellent customer service skills and in-depth knowledge of The Dance County area and the state of Wisconsin.
• Must demonstrate good written and verbal communication skills.
• Ability to organize, plan and prioritize workload involving multiple projects at one time.
• Ability to think creatively and innovatively as well as provide solutions.
• Strategic, critical thinking and problem-solving abilities.
• Must be a team player that works well in fast-paced, changing environment.
• Must have the ability to foster the values of member relations and quality assurance in customer service.
• Must be able to work a flexible schedule based on the programs and events under the direction of the Chamber Executive Director and Chief Executive Officer.

Nice-to-haves

• Knowledge of event marketing strategies to drive attendance and engagement.
• Familiarity with banquet or restaurant operations is a plus.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Employee assistance program
• Vision insurance
• Professional development assistance
• Flexible schedule