Job Details

Events Coordinator

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center's 21-acre Honolulu campus, adjacent to the University of Hawai'i at M?noa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our team is seeking an Events Coordinator to support the organization, coordination, and execution of a year-round calendar of events and functions organized by the East-West Center. This position will work collaboratively with clients and staff across all programs to understand their meeting requirements, develop event concepts, and ensure appropriate accommodations are secured and coordinated timely.

Major Duties

Event Administration

• Assists with the planning and coordination of programmatic events facilitated by EWC throughout the year. Events may vary in size, demographic, and meeting spaces; but all will focus on supporting EWC's mission, vision, and values.
• Assists with determining appropriate fees associated with each event such as products/swag items, materials, and services for vendors related to the event; drafting and processing contracts for securing professional services and ensuring contract terms, permits, and insurances to meet EWC requirements.
• Maintains accurate event records and prepares related reports and correspondence related to unit and event performance.
• Assists with developing and maintaining standard policies and procedures related to unit operations and performance; recommends and participates in the implementation and improvement of policies and procedures.
• Assists program support staff in organizing and maintaining budget and expenditure records for program events that includes related fiscal documents, invoices, purchase orders, or other related financial reconciliation documents for the event. Assists assigned Program Officer/Program Assistant in gathering and tracking revenue, expenses, and budget forecast for events and service operations.

Event Planning and Coordination

• Collaborates with program representatives to gather information regarding an event venue's space, capabilities, and services; as well as to determine equipment, personnel, and other services required for desired event(s).
• Collaborates with CER and key stakeholders in developing a marketing strategy that enhances the reach, desired outcomes, and impact of their event. Executes promotional activities through various social media, email, content marketing, and partnership outlets that contribute to a successful turnout and high engagement of attendees. Communicates internally with other departments to ensure information is shared and supported.
• Attends events and acts as the on-site event coordinator to ensure logistical needs are met, verify compliance with contract terms and conditions, and serve as a liaison between clients, guest(s) and EWC. Receives and responds to general inquiries, questions, and complaints during campus events.

• Prints room arrangement posters, room assignments, speaker materials, and other related documents associated with meeting space assignments and event itinerary. Posts signage in designated areas and re-collects after event.
• Assists with event set-up and breakdown of events such as placement and removal of tables, chairs, banners, audio-visual equipment, and event supplies as needed.
• Assists with managing event ticketing and guest registration processes including registration pages; compiling registration lists; scheduling and drafting mass emails for registrant confirmations; and serving as primary event contact person for issues or concerns.
• Oversees food and beverage service operations that are contracted during events. Ensures EWC alcohol policy is followed by licensed caterers serving alcohol at events.

Health and Safety

• Ensures all activities and work performed during the event is done in a safe manner. Monitors venue space environments to identify and resolve possible risks or hazards. Collaborates with clients and vendors to ensure safety protocols are followed.
• Gathers and maintains an adequate first aid supply and equipment when responding to general accidents and injuries. Reports critical incidents and emergencies to the supervisor immediately.
• Maintains established security procedures and services to manage attendee flow and prevent overcrowding. Implement measures such as barriers or signage to guide and protect attendees. Recommends enhancements to both services and physical security as needed.

Campus Event Support

• Works collaboratively with Venue Operations team, event volunteers, or other assigned event staff with logistics, coordination, and execution of EWC campus events. Provides additional support in setup and breakdown of external events as directed.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

This position works under the general supervision of the Events Manager. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments, handles problems and deviations as they arise, and may take some problems along with possible solutions to the supervisor for advice and approval.

Education & Experience A post-secondary degree and at least three (3) years of full-time work experience related to banquet or venue management, convention services, or large-scale event planning; or a combination of education and work experience equaling at least five (5) years that relate to successfully fulfilling the position's duties. Qualifying experience must include leading a positive client, vendor, or tenant relationship with the authority to make basic daily decisions, as well as a demonstrated professional record of project or event management.

Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Ability to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work and deal effectively with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate work documents, files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to work effectively as a team member; and to appropriately handle, maintain, and secure confidential information when communicating across the Center and with the public.

Knowledge of office practices and procedures, particularly as they apply to project management and event planning computer program use, database software, office machine usage, and other related administrative best practices; of correct English grammar, punctuation, spelling, and word usage; proficiency in computer programs (such as Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and other equivalent applications) and virtual meeting platforms (e.g. Zoom, Skype, Microsoft Teams).

Able to walk up and down stairways, use a ladder, carry supplies and equipment, walk between conference rooms/floors, and move furniture and supplies up to 40 pounds; Sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.

While a standard work week is Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill the needs of clients and conference participants.

Preferred Qualifications

• Proficiency in Google suite and CRM/data management systems (Raiser's Edge, Salesforce); and knowledge of Adobe Creative Suite (Photoshop, InDesign)
• Proficiency with Eventbrite and other registration platforms
• Proficiency with PlanningPod or other project management platforms

Salary and Benefits of Working at the East-West Center

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits - The annual salary for this position starts at $69,312.32 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities - We believe in investing in our employees and providing opportunities for