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