[HCM/DL] [ Agency ] Anh Dao Media & Event : Events Coordinator

Position: Events Coordinator (Full-time)

Location: Operation & Production Department, Anh Dao Media & Event Office

Reports to: O&P Manager

Main purpose: Responsible for coordinating events, including planning

menus, booking musicians, putting up decorations, ordering flowers, hiring bartenders, and ensuring the event runs smoothly

Summary:

Experienced, take-charge professional with ability to manage administration and logistics in support of two directors in a busy special events environment.

Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.

Event Planning and Production:

Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (floras, linens, color schemes, etc.) to meet the quality expectations of the alumni association.

Aggressively gather information on each project to achieve quality event productions.

Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.

Create and revised room layouts for each event.

Propose new ideas to improve the event planning and implementation process.

Serve as liaison with vendors on event-related matters.

Assist with managing on-site production and clean up for events as necessary.

Prepare nametags, materials, notebooks, packages, gift bags; registration lists, seating cards, etc.

Close out all events as required.

Event Administration:

Assist with preparing budgets and provide periodic progress reports to staff directors for each event project.

Keep track of event finances including check requests, invoicing, and reporting.

Coordinate appointments and visits to see our space, and scheduling of events on the calendar.

Prepare and modify event contracts as requested

Primary Responsibilities:

Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.

Calculate budgets and ensure they are adhered to.

Book talent, including musicians, bands, and disc jockeys