Job Description

P o sition Description: Special Events Coordinator

Reports to: Manager, Special Events

Position Overview: The Special Events Coordinator will support the planning, execution, and coordination of both in-person and virtual events hosted by the Chamber of Commerce Southern New Jersey (CCSNJ). Under the direction of the Manager, Special Events, this position is responsible for a range of event planning duties, ensuring seamless operations and the successful execution of all assigned events and programs.

Key Responsibilities:

Event Coordination and Logistics:

• Vendor and Deliverable Management: Coordinate and manage all event vendor orders and deliverables for assigned events, including but not limited to venues, audio-visual services, décor, transportation, and signage.
• Event Logistics for Virtual Events: Oversee and manage logistics for monthly virtual networking events, ensuring smooth online experiences for participants.
• Registration Management: Take overall responsibility for event and program registrations, including monitoring web-based registrations, processing registrations from sponsors, staff, and members, and reporting attendance counts to senior staff.
• Attendee Data Management: Ensure the accuracy and completeness of attendee data, including the review of attendance rosters and event-related materials such as name badges, agendas, packets, and seating assignments.
• Special Seating and Pairing Requirements: Track and maintain special seating arrangements and attendee pairings for larger events, ensuring all specific requests are met.
• Event Setup and Registration: Lead the setup and oversee on-site registration processes, ensuring efficient check-in and a positive attendee experience.
• On-Site Event Oversight: Oversee venue logistics on event day, including room setup, food and beverage service, audio-visual requirements, and overall event flow.
• Financial Reconciliation: Maintain accurate records of attendee payments and expenses, assisting with post-event reconciliation and follow-up on accounts receivable.
• Member Feedback and Testimonials: Collect and summarize feedback from members following events and programs. Maintain a repository of member testimonials to be used in future marketing and promotional efforts.

Event Marketing:

• Event Promotion Materials: Design and produce event promotional materials, including flyers, graphics, and signage to enhance event visibility.
• Marketing Strategy Execution: Implement effective marketing strategies to ensure high member engagement and attendance, including targeted email campaigns and social media outreach.
• Event Calendar Preparation: Prepare and distribute weekly event calendars to CCSNJ members, promoting upcoming events and programs.

Desired Qualifications and Skills:

• Educational Background: A four-year degree in hospitality management, business, communications, or a related field.
• Experience: A minimum of two years of experience in event planning, with a demonstrated ability to manage multiple events and deliver high-quality results.
• Organizational Skills: A successful candidate will possess a strong mix of organizational abilities, creativity, and adaptability. Key characteristics include excellent time management, attention to detail, multitasking, and problem-solving skills.
• Technical Proficiency: Proficiency in Microsoft 365, Adobe Creative Suite, or other relevant design software.
• Event Management Software Knowledge: Familiarity with CRM software such as GrowthZone/ChamberMaster, and third-party email systems like ConstantContact, as well as social media management tools such as Hootsuite

Additional Requirements:

• This position requires attendance at all special events, which may include evenings and early mornings, to ensure successful execution and operations of each event.

The Special Events Coordinator plays a key role in ensuring that all CCSNJ events are professionally executed, meet member expectations, and contribute to the organization's continued success.

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