1 Jun
2020

What your next Project / Event Coordinator looks like

These are the Characteristic Duties and Responsibilities for Project / Event Coordinator that I possess and have pride in providing to my clients.

Project Management:

  • Determine and define project scope and objectives
  • Predict resources needed to reach objectives and manage resources in an effective and efficient manner
  • Track project costs in order to meet budget
  • Develop and manage a detailed project schedule and work plan
  • Provide project updates on a consistent basis
  • Utilize industry best practices, techniques, and standards throughout entire project execution
  • Monitor progress and adjust as needed
  • Measure project performance to identify areas for improvement

Marketing and Communications:

  • Plan, produce, and oversee execution of marketing and communications plan activities including media, promotions, website, and collateral materials.
  • Develop materials to deliver the organization’s messages to the public and the media. Oversee and assist with organization and coordination of conferences, meetings, seminars, and other events.
  • Provide support and assistance in planning, developing, producing, and delivering marketing and communications materials
  • Manage development, production, and distribution of promotional and collateral materials
  • Develop and oversee the communications calendar to ensure timely execution of the program
  • Use contact management system to create and send emails, newsletters, etc.
  • Participate in budget development and support budget management
  • Use independent judgment to execute marketing and communications plan
  • Prepare written materials including some marketing copy, business communications, reports, and presentation scripts
  • Review and distribute press releases / Blog post / website revisions to web admin to be posted
  • Analyze marketing and communications programs and make recommendations to adjust strategy and tactics to increase effectiveness

Events and Programs:

  • Conduct research and find resources to help you make decisions about event possibilities.
  • Coordinate on-site arrangements for all meetings and events: Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audio/visual equipment
  • Serve as liaison with vendors on event-related matters
  • Assist with preparing budgets and provide periodic progress reports for each event project
  • Keep track of event finances including check requests, invoicing, and reporting
  • Close out all events as required
  • Propose new ideas to improve the event planning and implementation process

Administrative/Customer Service and Support:

  • Maintain and update databases, including contact management system mailing lists

Qualifications

  • 15+ years of project management and related experience
  • Proven ability to solve problems creatively
  • Ability to use contact management system and other social media to create and send emails, newsletters, etc.
  • Ability to work independently while maintaining effective working relationships with co-workers, supervisors, customers, and the general public
  • Excellent organizational and office skills
  • Strong familiarity with project management software tools, methodologies, and best practices
  • Experience seeing projects through the full life cycle
  • Excellent analytical skills
  • Strong interpersonal skills and extremely resourceful
  • Proven ability to complete projects according to outlined scope, budget, and timeline

IMPORTANT SKILLS:

  • Flexibility
  • Excellent written and verbal communication skills, including:
  • Writing
  • Proofreading
  • Copy editing
  • Ability to clearly communicate information effectively and persuasively
  • Ability to develop and maintain strong working relationships both internally and externally, including media contacts and vendors
  • Strong detail orientation
  • High standards for quality work
  • Personable demeanor/excellent customer service orientation
  • Ability to handle multiple projects concurrently
  • Outstanding organizational skills:
    • Meeting coordination
    • Event planning
    • Publication scheduling
  • Desktop publishing abilities:
    • Create spreadsheets
    • Create PowerPoint presentations

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