Meetings & Events Coordinator

$35,000 - $45,000/Yr

JCC Association of America - Stamford, CT

Full-time

Stamford, CT

Social Assistance

About the position

The Meetings & Events Coordinator at the JCC of Stamford is a pivotal role responsible for managing and overseeing rentals and special events that support a variety of programs and initiatives for the organization and its external clients. This position requires a proactive approach to marketing the JCC to both new and existing customers, as well as community organizations. The coordinator will develop a comprehensive marketing plan and sales cycle specifically tailored for the JCC events business, ensuring that the organization is well-represented and that events are successfully promoted. In addition to marketing responsibilities, the Meetings & Events Coordinator will develop and coordinate an inquiry intake process to maximize conversion rates for event bookings. The role involves planning and strategically coordinating events from inception to completion, which includes special events for the organization, celebratory events, meetings, conferences, and partnerships with licensees. The coordinator will oversee all aspects of event planning and production, including conceptualization, vendor procurement and management, contract negotiations, staffing, data and RSVP management, planning timelines, venue scouting, and site selection. Client interaction is a key component of this role, as the coordinator will work closely with clients to identify their needs and ensure customer satisfaction. This includes organizing facilities and details such as decor, catering, entertainment, transportation, invite lists, equipment, promotional materials, and conducting post-event evaluations. The coordinator will also monitor and control the department budget, ensuring that milestones and goals are met while adhering to approved budgets. This includes fiscal responsibility for executing contracts, processing invoices, and managing and reconciling expense budgets, with the ability to generate accurate financial reports reflecting revenue and expenses. Collaboration is essential, as the Meetings & Events Coordinator will work closely with internal and external partners, including development, marketing and communications, maintenance, caterers, and other event vendors. The role may also include other duties as assigned by the supervisor and the JCC CEO, making it a dynamic and multifaceted position.

Responsibilities

• Proactively market JCC to new and existing customers, members, and community organizations.
• Develop a marketing plan and sales cycle for JCC events business.
• Develop and coordinate inquiry intake process to ensure effective conversion rate.
• Plan and strategically coordinate rentals and events from inception to completion.
• Oversee planning and production of events including conceptualization, vendor procurement and management, contract negotiations, staffing, data and RSVP management, planning timeline, venue scouting and site selection.
• Work with clients to identify their needs and ensure customer satisfaction.
• Organize facilities and details such as decor, catering, entertainment, transportation, invite list, equipment, promotional material and post-event evaluations.
• Monitor and control department budget, ensuring milestones and goals are met and adhering to approved budgets.
• Fiscal responsibility for executing contracts, processing invoices, managing and reconciling expense budgets.
• Generate accurate financial reports reflecting revenue and expenses.
• Collaborate with internal and external partners including development, marketing and communications, maintenance, caterers and other event vendors.
• Perform other duties as assigned by supervisor and JCC CEO.

Requirements

• Bachelor's Degree in Events or Hospitality-related field or equivalent expertise.
• 3+ Years senior event planning and/or programming experience, with proven leadership, organization and management prowess.
• Experience preparing and managing budgets and financial plans, managing vendors and adept at contract negotiation with thorough knowledge of legal issues and contract language in the hospitality industry.
• Excellent ability to set priorities, plan long-term and manage multiple projects simultaneously.
• Must be detail oriented with a methodical approach to work.
• Superb analytical thinking skills to assess situations and react appropriately.
• Superior verbal and written communication skills, with the capability to edit and proofread.
• Ability to liaise in a professional manner with all levels of staff, management, board members and external contacts.
• Highly skilled at MS Office Suite, specifically Excel.