Farmington Polo Club Event Coordinator

Position Overview:

As the Event Coordinator, you will be responsible for planning, organizing, and executing a wide range of events including but not limited to conferences, corporate meetings, charity fundraisers and social events.  You will be responsible for event logistics, partnering with vendors, coordinating internal teams and ensuring the event runs smoothly.

Responsibilities:

• Assists planning and executing events from concepts to completion, including setting goals, timelines and budgets
• Helps execute event concepts, themes and schedules based on foundation needs
• Coordinator even logistics such as vendor selection, catering, audio/visual setup, transportation and accommodations
• Coordinating and acting as liaison with vendors, suppliers and contractors to ensure all services are delivered on time and to foundation specifications
• Sourcing and contacting venues, caterers, entertainment and other necessary event services
• Distributing collateral materials to event attendees and participants
• Serving as primary point of contact on-site during events, overseeing set-up, execution and breakdown in partnership with Pillar Lead
• Handling any challenges that may arise promptly and effectively
• Manages solicitation and coordination of volunteers from internal and external stakeholders
• Managing event registration in partnership with Pillar Lead to ensure a smooth attendee experience
• Analyzing event success and ROI, providing reports and recommendations for future events
• Ensuring thank you notes and follow up communications are sent to participants, sponsors and partners
• Strong project management skills, including the ability to prioritize tasks, meet deadlines, and adapt to changing circumstances.
• Excellent communication and interpersonal skills with the ability to build relationships and collaborate effectively with diverse stakeholders.
• Perform other duties as assigned by leadership

Experience:

• Preferred: Bachelor's degree in Event Management, Hospitality, Marketing, or a related field preferred.
• Preferred: Two (2) – four (4) years experience event planning and management, with outdoor venue experience
• Proficiency in event management software and tools, such as event registration platforms, project management systems, Microsoft Suite – Excel proficiency, and CRM database.
• Preferred: Proficiency in English (written and verbal) to effectively communicate with associates and leadership

Schedule:

• Office:  Weekdays Tuesday– Friday 8:30am – 5:00pm.
• Saturdays Mandatory June - September 
• Evenings and weekends as needed for events.

Skills:

• Physical abilities: Ability to stand, walk and sit throughout your day; Walking on a variety of flooring such as carpet, concrete, tile etc.;
• Strong communication Skills: Ability to communicate clearly and effectively with peers and leaders on a daily basis
• Organizational Skills: Ability to prioritize and meet deadlines; project management
• Working in a team based environment: Working independently and as a team player to ensure outstanding customer service
• Quality: Maintain integrity and high standards from all perspectives