Special Events Coordinator

This position bridges the gap between Human Resources and Special Events teams, managing small scale implementations and serving as the point of contact for ongoing events and event staff. The role focuses on administrative and clerical duties including scheduling, roster management, HR tasks (onboarding, payroll, offboarding), and other general support for the Special Events division. The coordinator provides real-time scheduling support, maintains job aids and SOPs, and coordinates event details such as recruiting and staffing needs.

Responsibilities

• Provide real-time scheduling support and roster management for Special Events employees and communicate company/client policies and procedures.
• Design, produce, and maintain clear job-aids and SOPs to ensure consistent and effective work processes.
• Provide direct administrative support to leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and schedules.
• Coordinate special events details including recruiting and roster updates, staffing needs, as well as potential time conflicts/situations that the day-of event manager should be aware of.
• Onboarding/ Offboarding obligations for employees such as schedule and conduct interviews, ensure prospective employees complete paperwork, host onboarding orientations, as well as complete any necessary offboarding procedures.
• Payroll oversight for employees including verification of attendance, hours worked, pay adjustments and “pay rates”, as well as distribution of that information to your supervisor in the form of a weekly payroll report.
• Weekly Invoicing.
• Collaborative working style with various departments such as Recruitment/HR to ensure hiring needs are met.
• Weekly meeting with the Special Events team to discuss upcoming events.

Requirements

• Previous experience in events, scheduling, and roster management
• Ability to multitask between various projects & event obligations
• Experience with Payroll and Scheduling Software
• Strong Excel skills, knowledge of Teams, particularly QuickBooks, Smartsheet and project management software
• Display original thinking and creativity, meet challenges with resourcefulness
• Highly organized with the ability to meet deadlines consistently and work independently while being a positive contributor to the team
• Write and verbalize clearly, informatively, and effectively
• Work with integrity and ethics; uphold organizational values
• Continually learn, develop strategies, seek advice from others and think critically to solve problems and overcome obstacles
• Treat others with respect and consideration, accept responsibility for your own actions and follow through on commitments
• At least 3 years of experience in a high-level administrative position, operations coordinator, project coordinator, or similar business-related position
• At least 1+ year of experience leading process improvement and process documentation, serving as a subject matter expert, or supporting implementations.

Benefits

• 18 days of Recharging your Battery (PTO)
• Paid Parental Leave
• Volunteer Time Off (VTO)
• Paid holidays
• Bereavement
• Medical, Dental, Vision
• Flexible and health spending accounts
• Short term disability
• Critical illness and accident benefits
• Life insurance, tuition reimbursement
• 401(k) and more are available to eligible Team Members
• There’s also the opportunity to work with a genuinely awesome team of co-workers