OnlySeconds Hiring for Event Logistics Coordinator at Chelan, WA Full Time

Job Title: Event Logistics Coordinator
Position Type: Contract (part-time)
s To: Director of Development and/or Executive Director

Job Description

Overview: We are seeking a highly organized and detail-oriented Event Logistics Coordinator to plan, manage, and execute the 2024 Only7Seconds Gala & Auction located in Chelan County, WA. As the coordinator, you will be responsible for handling all logistical aspects of the event, including event management, vendor management, auction coordination, and on-site logistics.

Timeline: This is a contract position that will begin in August 2023 and end in May 2024. Event is planned for Saturday, April 20, 2024 and the venue is currently TBD.

Commitment: The average workload will be approximately 40 hours per month, although it may vary depending on the specific tasks required each month. This position is based in Chelan/Wenatchee Valley. Work can be done remotely, with in-person availability.

EVENT LOGISTICS COORDINATOR RESPONSIBILITIES

Event Planning:

• Work with Only7Seconds staff for event promotion and communications.
• Manage the event goals and plan, including timelines, budgets, and task assignments.
• Conduct venue research, negotiate contracts, and manage relationships with event suppliers.
• Oversee event registration, ticketing, and guest management processes.
• Coordinate event logistics, including transportation, accommodations, and catering.

Auction Coordination (silent and live):

• Design and implement an auction strategy that aligns with the event’s goals and objectives.
• Source and acquire auction items, securing appropriate donations and sponsorships.
• Organize item cataloging, descriptions, and pricing for the auction.
• Coordinate with auction participants, handling registration, bidding, and payment processes.
• Facilitate post-event auction item distribution

Vendor Management:

• Identify, select, and manage vendors for various event services (catering, A/V, decor, etc.).
• Conduct vendor negotiations, contract reviews, and ensure adherence to established budgets.
• Communicate and coordinate with vendors to ensure smooth event logistics.
• Maintain relationships with vendors and seek opportunities for cost savings and improved services.

On-Site Logistics:

• Oversee event set-up and tear-down, ensuring all arrangements are executed flawlessly.
• Coordinate with the venue staff to ensure proper equipment and technical requirements are met.
• Supervise event volunteers and staff to ensure they are knowledgeable about event logistics.
• Address any on-site issues or emergencies promptly and effectively.

EVENT LOGISTICS COORDINATOR REQUIREMENTS

• Event Management Experience: Proven experience in planning and executing large-scale events, preferably in the nonprofit or fundraising sector.
• Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced environment.
• Attention to Detail: Strong focus on accuracy and meticulousness in handling event logistics, vendor contracts, and auction items.
• Communication Skills: Excellent written and verbal communication skills to effectively interact with stakeholders, vendors, and volunteers.
• Problem-Solving Abilities: Resourceful and proactive in anticipating and resolving event-related issues and challenges.
• Budget Management: Experience in creating and managing event budgets, ensuring expenses stay within allocated limits.
• Flexibility: Willingness to work evenings and weekends as required, particularly during the event period.
• Proficiency in Event Management Software: Familiarity with event management tools and software for registration, ticketing, and guest management.
• Team Player: Ability to collaborate effectively with a diverse team, including staff, volunteers, and external partners.
• Professionalism: Demonstrates a high level of professionalism, integrity, and discretion when handling sensitive information and interacting with donors and sponsors.

Compensation:

The contract for this position offers a total payment of up to $10,000 or a percentage of the net proceeds from the gala – details can be negotiated in contract signing. This compensation spans from August 2023 to May 2024.

Qualified applicants should submit a resume, brief cover letter, and two event references to Executive Director, Luke Wall, via email at [email protected].

Note: This job description outlines the general responsibilities and qualifications for the Event Logistics Coordinator position. The specific tasks and duties may vary based on the needs of the organization and the event.

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Job Type: Contract

Pay: $10,000.00 per year

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Chelan, WA 98816