Event Coordinator - Shaping Our Appalachian Region : Job Details

Job Title: Event Coordinator Organization: Shaping Our Appalachian Region (SOAR) Location: Eastern Kentucky Job Type: Full-time, Exempt Reports To: Chief Operating Officer The Event Coordinator will be responsible for planning, coordinating, and executing a variety of events and programs that align with SOAR's mission. This individual will play a key role in the success of both large-scale events like the annual SOAR Summit and smaller, community-based initiatives. The Event Coordinator will also facilitate internal communication to ensure seamless collaboration between SOAR staff, partners, and vendors, ensuring event goals are achieved and deadlines are met. Key Responsibilities: Event Planning and Coordination:

• Oversee the planning, execution, and completion of events ranging from large conferences to smaller community workshops, including the annual SOAR Summit, grant workshops, career fairs, and ideation sessions.
• Manage event logistics such as venue selection, vendor contracts, audio-visual needs, transportation, and accommodations.
• Coordinate with sponsors, exhibitors, and partners to ensure their participation and engagement with event objectives.
• Make critical decisions related to event timelines and detailed task lists to keep projects on track.
• Ensure all events align with SOAR's strategic objectives and contribute to the broader mission of fostering regional economic development.
• Coordinate cross-functional teams and resources for support on events.

Internal Communication and Collaboration:

• Serve as a key communication point between event staff, vendors, sponsors, and partners to ensure all parties are aligned and informed.
• Regularly update SOAR staff on event progress and provide detailed briefs to ensure smooth internal operations during event execution.
• Organize and lead internal team meetings for event planning, ensuring all departments are aware of roles, responsibilities, and deadlines.
• Coordinate with other team members, such as media, marketing, and logistics staff, to ensure consistency across all event materials and touchpoints.

Vendor and Partner Management:

• Establish and maintain relationships with vendors, including food and craft vendors, technology suppliers, and event rental companies.
• Act as the primary contact for event vendors and partners, negotiating contracts, ensuring proper setup, and resolving any issues that arise.
• Ensure vendors are aligned with event goals and adhere to timelines and expectations, from setup through teardown.

Budgeting and Financial Management:

• Develop and manage event budgets, ensuring that events stay within financial parameters while delivering high-quality experiences.
• Track and report on event expenses, income, and other financial metrics, providing regular updates to leadership.
• Identify cost-saving opportunities and develop sponsorship or partnership strategies to offset event costs.

On-site Event Management:

• Oversee day-of-event operations, ensuring smooth execution from setup to breakdown.
• Coordinate with volunteers, vendors, and staff to ensure seamless event logistics.
• Troubleshoot any issues that arise during events and implement real-time solutions to maintain a positive attendee experience.
• Ensure post-event feedback is collected and documented for future improvement.

Post-Event Reporting and Analysis:

• Compile post-event reports, including attendance, budget performance, and event success metrics.
• Analyze event performance and provide recommendations for future improvements.
• Collaborate with team members to collect feedback from participants, vendors, and partners to shape future events.

Expectations and Qualifications:

• Education (or equivalent work experience) in Event Planning, Hospitality, Communications, Marketing, or a related field
• 3+ years of experience in event planning, project management, or related role
• Strong organizational and time management skills, with the ability to manage multiple events simultaneously
• Experience negotiating contracts, agreements, and terms of service with vendors and service providers
• Plan, coordinate, and execute a variety of events that align with SOAR's mission and community impact goals
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite and event management software (CRM experience is preferred)
• Ability to demonstrate adaptability, professionalism, and problem-solving mindset in all responsibilities
• Regular and reliable attendance required
• Ability to function well in a high-paced and at times stressful environment
• Must be able to handle prolonged periods of sitting at a desk or standing at an event
• Must be able to lift up to 15 pounds at a time when necessary

Culture and Core Values SOAR's mission is simple: empower every Eastern Kentuckian to economic self-sufficiency through meaningful employment. Our team culture is anchored by putting the interests of Eastern Kentucky first in all that we do. We believe treating others the way we want to be treated is always within our control. Our core values include faith, selflessness, grit, integrity, and empathy. We do our best to exemplify these daily in our interactions with each other and with external partners. Apply Now SOAR is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.