The Role The Coordinator of Special Events is responsible for supporting Liberty Science Center's special events business by (1) managing special events logistics from start to finish, including contracts and billing, (2) marketing and selling our beautiful event spaces to corporate, social, and nonprofit clients, and (3) assisting with all of the department's administrative needs. The ideal candidate will have excellent organizational skills, knowledge of sales (especially to large corporations and nonprofits), and a passion for attending to every detail that goes into making a special event truly memorable and successful. They are a team player who can work in fast-paced situations with a positive attitude. This position reports to the Senior Manager of Special Events. What You'll Bring An expert in customer service, you understand what goes into creating a stellar experience for event clients. You thrive working in a fast-paced environment and enjoy working on multiple projects and initiatives simultaneously. With strong interpersonal skills, you easily foster collaboration with those around you but can also work well independently when necessary. Liberty Science Center's guests, staff, and clients are diverse so it is important that you operate daily with a high degree of cultural competency, including respecting life circumstances unlike your own. The ideal candidate for this role will be eager to research and connect with a wide range of clients and coworkers. What You'll Do Below is an overview of your essential functions. Please note this is not an exhaustive list as new responsibilities can be added as business needs demand. Logistics & Organization
Maintain LSC's Master Events Calendar Oversee and run biweekly Special Events Meeting Prior to the special event, conduct onsite client site visits Assist with the preparation and coordination of client-related events Assist with the planning and logistics of internal events Manage all staff assisting with the event including event stage hands, volunteers, exhibit, and LSC contracted vendors Serve as Manager-On-Duty for event staff, catering, building staff, and outside vendors during event Coordinate and schedule all assignments and breaks for stagehands, event hosts, and exhibit staff Manage set-up and breakdown of all event related material Assist with the flow of events by managing various activities and locations Liaise with other operating units to maintain the public presentation of areas during the event Provide effective supervision and coaching to ensure the consistently high-quality performance of all event staff, volunteers, and exhibit staff Assist with security and emergency guest situations Respond to guest complaints and special inquiries Ensure timely and safe departure of all guests; i.e. ordering taxi service Perform final walk-through of all building spaces to ensure complete clean-up Assure that the building is ready to open for regular business following events Effectively troubleshoot guest concerns and provide constructive outcomes Consistently present an eager, friendly, and service-oriented demeanor Sales & Marketing Interview and pre-screen incoming calls and emails for facility rentals Cultivate and maintain potential clients by attending off-site networking events within the NJ/NYC region Prospect mailings and e-blasts for new event clients Research and prospect contacts for the Special Events Database Serve as a liaison with clients and guests during an event Administrative Tasks Prepare and distribute event contracts and invoices, maintaining accurate billing and accounts receivable records Maintain client special event files Maintain client databases and fulfill client requests for collateral materials Preferred Knowledge, Skills, and Abilities (KSAs) The ideal candidate possesses a combination of the following KSAs:
Strong communication and organizational skills Ability to work confidently under pressure Individuals should be creative and resourceful in solving problems Ability to maintain a positive outlook in stressful situations Knowledge of LSC operational procedures and/or hospitality background Strong oral communication skills & computer skills Excellent customer service and telephone skills Ability to learn Tripleseat, Tessitura and Allseated Software Ability to consistently generate new leads Preferred Qualifications and Experience The ideal candidate possesses a combination of the following education and/or equivalent experience:
2 years of experience coordinating special events, including successfully driving sales Understanding of Microsoft Word and Excel, and Google Applications (Gmail, Google Docs) Prior supervisory experience is desired Classification
and Schedule This is a regular full-time, non-exempt position, meaning you are eligible for overtime. This role is eligible for full benefits. The ideal candidate must be available to work early mornings, evenings, and weekends as special events require. Compensation The anticipated salary range for this role is $40,000-$45,000; however, the final offer is commensurate based on skills, education, certifications, and experience. In addition to annual salary, Liberty Science Center offers a generous benefits and perks package for all eligible full-time employees, including:
Medical, dental, vision and life insurance 403(b) company match up to 3% Generous paid vacation time Additional week of vacation after 4 years of full-time service Unlimited sick days Long-term disability coverage Flexible spending accounts Commuter benefits Paid jury duty Pet insurance LSC membership 25% staff discount in the LSC store 15% staff discount in cafeteria Physical/Environmental Demands LSC may make reasonable accommodations to enable qualified individuals with a disability to perform the essential functions of the job to the extent that LSC may do so without undue hardship. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The Coordinator will operate standard office equipment, such as computer, phone, printer, and a scanner. The Coordinator must have the ability to be sedentary for long periods of time in the office but also the ability to be active when working with the event team in our rental spaces. At times, this role may have to help set up or break down events or get items out of storage so the ability to lift 30 pounds is required. The position requires frequent visits to all of the indoor rental spaces which involves walking on concrete floors and climbing stairs, etc., and also to our outdoor spaces, which involves walking on uneven ground and being exposed to the elements. LSC's Work Culture at a Glimpse Liberty Science Center prides itself on fostering a culture that enables all employees to experience a sense of pleasure, passion, and purpose while in the workplace. We believe in embracing and driving change, inspiring fun and learning, and creating a positive and family friendly team spirit. Our differences as individuals (race, gender, age, cultural heritage, physical ability, education and lifestyle) are an asset and contribute to our ability to drive innovation. Lastly, at the heart of our work culture is the commitment to delivering a wow factor through our exceptional customer service to not only our guests but also one another. Our Environment Liberty Science Center is located in a beautiful waterfront state park in Jersey City, New Jersey. Not only is Jersey City easy to get to from any points in Northern NJ and Manhattan, but it also holds the title of the most diverse city in the United States. Employees have access to free parking, the Hudson-Bergen Light Rail, and the NJ PATH train. In addition, all employees have access to a terrace with stunning NYC views. Travel This position may occasionally require off-site travel.
To Apply: Please submit a resume and cover letter highlighting why you are a perfect fit for this position. Liberty Science Center is an equal opportunity employer committed to fostering an inclusive and innovative environment with the best employees. We, therefore, provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law. If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.
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