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Nashville Area Chamber of Commerce

Coordinator, Event Logistics

Nashville, TN

Position Description / Responsibilities

In collaboration with the VP, Programs & Event Logistics, and various departments across the organization, the Coordinator, Event Logistics will provide essential support for the programming and event logistics of a pre-determined set of organizational events ensuring they are accomplished with superb quality and exceed the standard of industry excellence. This position requires strong organizational abilities, effective project management, and excellent customer service skills, ensuring seamless communications with members in the daily execution and planning of approximately 85+ events.

Value Creation

  • In consultation with the VP, Programs & Event Logistics, will provide primary logistics support for the execution of approximately 85 events annually, ensuring events stay within budget guidelines. Operational functions include planning, scheduling, logistics, cost negotiations, vendor relationships, etc.
  • Work as key partner with program managers to develop vision for specified events.
  •  Create timelines with set deadlines for all staff involved.
  • Resolve logistical issues that arise at events and represent organization in resolving
    complaints while ensuring excellent customer service.
  •  Contribute to the strategic planning process for programs & event logistics offerings and
    provide recommendations for improving events.
  •  Research event management trends and best practices from area organizations and other
    chambers across the country.
  •  Communicate effectively with internal and external audiences through various channels.
  •  As a member of the Programs & Event Logistics team, serve in a logistical support role for:
    o Area Advisory Councils, Annual Celebration, Chamber After Hours, Coffee, Content &
    Conversation, Executive Insights, Growing Together, Intro Nashville programming,
    Leadership Connect, President’s Table, Professional Development Series, Propel,
    Regional Business After Hours, Business Studio, Nashpreneurs Conference and Happy
    Hours, the Small and Diverse Business Forum and YP Nashville programming (NELAs,
    YP Nashville Connect, YP Networking/Education, YP Summit, etc.).
    • Provide rotational logistical support for event programming within chamber theater structure
    (ex. Growth, Public Policy, Talent Development and Economic Development)
    • Help facilitate staff debrief following each program to recap the strategic and financial
    outcomes, summarize participants and evaluate overall effectiveness.

 

Event Operations

  • Prioritize tasks for simultaneous events, ensuring completion of all assigned timeline tasks by previously set deadlines
  • Research, secure and coordinate the work of contracted vendors.
  • Collaborate with Chamber communications team and project owner for marketing needs, including graphic design, broadcast e-mails and printed collateral.
  • Coordinate and secure volunteer support for specified events.
  • Oversee registration and volunteers at specified events.
  • As part of the Programs & Event Logistics team, serve on-site during event set-up and tear-down.
  • Work with Director, Sponsorship to ensure fulfillment of sponsor contracts and ensure fulfillment reports are up to date.
  • Monitor event supplies; determine inventory levels and order necessary items.

 

Computer/Data Management

  •  Input, retrieve and update event registration data and registration fees through computerized
    event management system.
  • Extract registration data as needed for name badge creation and registration reports.
  •  Responsible for internal event organizational calendar, including sending calendar appointments to appropriate staff.

Position Requirements

KNOWLEDGE/EDUCATION AND EXPERIENCE REQUIRED:

  • Bachelor’s degree preferred
  • Minimum 2 years of experience in event coordination
  • Proficiency in the Microsoft Office suite of computer programs is required
  •  Knowledge of event industry terminology and best practices

 

SKILLS AND ABILITIES REQUIRED:

  • Strong interpersonal, verbal and written communication skills
  •  Ability to prioritize multiple tasks and meet deadlines through strong organization skills
  •  Problem solver
  •  Quick learner, intuitive thinker
  • Eye for innovation and best practices in event management
  • Preference for and proven success with highly detailed work
  • Ability to work well under pressure and multiple deadlines
  • Requires early morning and evening events
  •  Team player with great enthusiasm
  • Professional appearance

 

SUPERVISION:

  • This position does not have supervisory responsibility.

 

DECISION-MAKING:

  • Requires autonomous decision-making for 85 events annually.
  • Serve in a primary resource role for events led by VP, Programs & Event Logistics.
  • Make accurate judgments and decisions on-site at events to best serve internal and external
    customers.

 

FISCAL RESPONSIBILITY:

  • Maintains responsibility for assigned budgeted events and allocates financial resources accordingly.

 

PROJECT MANAGEMENT LEADERSHIP AND/OR PARTICIPANT RESPONSIBILITIES:

  • Occasionally assigned as needed

 

PHYSICAL DEMANDS/REQUIREMENTS:

  • Combination of desk work and on-site event work
  • Occasional lifting of light objects (less than 24 pounds)
  •  Intermittently walking, standing, bending and carrying
  • Requires use of safe work practices with office equipment, avoidance of trips and falls and observance of fire regulations
  •  Manual dexterity, visual and auditory acuity needed
  •  Some repetitive motion is involved
  • Valid driver’s license
  •  Ability to drive to events and meetings/consistent access to a vehicle
  •  Work is performed in an office or venue
  •  Work requires visits to other businesses in the local area
  •  Position requires travel within the local area
  •  Requires attendance at events before and after normal business hour

Application Instructions

Send cover letter and resume to employment@nashvillechamber.com.