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Event Coordinator, Programming Department

Event Coordinator / Venue License Position for Discovery Green Conservancy

Title: Event Coordinator, Programming Department

Work location: Discovery Green, 1500 McKinney, Houston, TX 77010 – Alkek Building

Reports to: Programming Director Department

Information: The six-person Programming Team produces hundreds of events each year, both Discovery Green-produced and licensed, with field assistance provided by the Operations Team. The Event Coordinator provides the essential coordination of this complex schedule with staff, sponsors, event vendors, programming partners, licensees, and stakeholders. Pay Type: Salaried, Exempt, Full Time, 40 hours/week Pay: Commensurate with experience; reviewed periodically Benefits: Group Medical and Dental Insurance, Life and Long Term Disability Insurance, Pension Plan, Flexible Compensation Plan (Section 125 Cafeteria Plan), Paid Time Off, Holiday Pay, Parking Allowance Work Schedule: TBD, with required weekends and evenings as necessary; candidate must be prepared and willing to work whenever scheduled.

Essential Duties and Responsibilities: 

•Implement the Venue License process

•Participate in leadership review of Event Applications; prepare quotes for approved events

•Coordinate specific Licensed Events

•Conduct site visits with licensees

•Review site maps and timelines submitted by licensees

•Communicate deadlines for payment and documents

•Inform Operations team Project Manager with event setup details

•Schedule all outside vendors necessary

•Provide event details for Daily Park Schedule

•Track event details, contract changes and licensee communications in Eventbooking.

•Prepare post-event analysis regarding damages, security deposit, and event evaluation

•Maintain and update license documents for maximum client information and service

•Coordinate and communicate Discovery Green Event logisticsoReview (and in some cases, develop) site maps and timelines for Discovery Green events

•Develop and maintain detailed master park schedule;

•Conduct weekly schedule meeting with Operations and Programming teams

•Schedule operations event staffing with Park Manager; inform operations team assigned to events

•Communicate park schedule with stakeholders: Schiller Del Grande, Houston Public Library, George R.Brown Convention Center, HPD Special Operations, and event sponsors and vendors.

•Communicate with City of Houston, Parking Management and other stakeholders regarding street and laneclosures, bagged meters and garage closings.

•Supervise, schedule and oversee Production Manager.

•Other duties as assigned; all Conservancy employees work together as a team and frequently assist each other in everydepartment when needed.

Skills, Knowledge, and Abilities: 

•Communication – excellent verbal and written skills, including proofreading.

•Teamwork – able to work both independently and on a team with a wide variety of people with different backgrounds,styles and skills.

•Problem solving - flexible; able to deal with frequent changes, delays, or unexpected events; decisive, using soundjudgment and logical reasoning, often under pressure; and accountable for actions.

•Initiative and enterprise – Self-motivated; strong work ethic; responsive, attention to detail, accuracy and follow through.

•Planning and organizing. Proficient time management skills; to manage multiple projects and work assignments at once.

•Self-management – stress management skills, maintaining a healthy lifestyle.

•Learning – commitment to expand skills, keep pace with industry developments.

•Technology - Excellent computer skills using Microsoft Windows or Apple, including Outlook, Word, and Excel, andproficiency in internet research. Knowledge of online calendar Eventbooking a plus.

•At least 3 years’ experience in event coordination

CAREERS AT DISCOVERY GREEN

Thank you for your interest in employment opportunities at Discovery Green! By working for the Discovery Green Conservancy, you will be joining a young and dynamic 501(c)3 nonprofit organization, charged with managing Discovery Green, a 12 acre public park in downtown Houston. This $125 million project was developed as a public/private partnership with the City of Houston. Since opening in 2008, Discovery Green has welcomed more than 13.5 million visitors, who come to the park for traditional park activities and more than 600 creative events and programming staged by the Conservancy and other parties each year. The Conservancy aims to be Houston's village green, a source of health and happiness for our citizens, and a window into the diverse talents and traditions that enrich life in Houston. The Conservancy is an equal opportunity employer dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, age, sex, religion, national origin, genetic information, handicap, or status as a disabled and/or Vietnam Era veteran. Discovery Green Benefits Insurance Insurance coverage is effective the first of the month following the 60-day introductory period. Several programs are available to full-time employees, including: 

•Medical Insurance: Employee and dependent coverage available

•Dental Insurance: Employee and dependent coverage available

•Life Insurance & AD&D: Employee coverage at no cost to the employee

•Long Term Disability: Employee coverage at no cost to the employee

•Voluntary Life and Short Term Disability: Coverage available at a group rate through payroll deduction

Time Off: 

The Conservancy provides a generous schedule for time off for full-time employees under the following leave categories. Leave banks have maximum accrual rates and are adjusted as the employee gains tenure. 

•Annual or Vacation Leave: Employees accrue 8 hours per month, available beginning the first of the month following the90-day introductory period.

•Administrative or Personal Leave: Employees accrue 8 hours per month for sick leave and other personal issues outlinedin the employee manual, available beginning the first of the month following the 90-day introductory period.

•Holidays: Employees receive 9 paid holidays per year.

Other: 

•Employees receive a transportation allowance to help offset the expense of traveling to and parking downtown.•Employees may participate in the Discovery Green Conservancy 401k retirement plan which has an employer matching contribution after one year of service. 

To apply for this position, please send your resume and cover letter describing your qualifications for the position to Tiara Hunt, Regional Director of Deans Professional Services: thunt@deansprofessionalservices.com. This position is open immediately. 

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Event Coordinator

 

The Event Coordinator function supports the Event Manager in the day to day functions of event preparation and execution.  Focus will be primarily on social/non-profit events and Gala’s.

Primary responsibilities include:     

  • Assisting Producer with preparation of fundraising/gala events
  • Working with clients and Gala Chairs to determine the look and feel of the event along with determining budget
  • Represent the company to clients and vendors professionally
  • Preparing production timelines
  • Preparing program timelines
  • Script writing and integration into program
  • Managing script, production and program changes
  • Managing event budget and budget revisions
  • Managing communications with event vendors, Creation and distribution of request for proposals for all disciplines
  • Reviewing vendor proposals
  • Tracking event invoices and payments
  • Tracking vendor invoice and payments
  • Research for talent and other event specific entertainment
  • Securing, Coordinating and managing event talent and other content

The ideal candidate is personable, professional, confident, motivated, a self-starter, takes initiative, and is comfortable working in a fast-passed environment.  An in-depth knowledge of administrative skills and Word, Excel and PowerPoint are a must. 

 

For more information please contact Tammy Davis –tammy@wardandames.com