Event Coordinator

What’s Extraordinary About this Job

Embark on an exciting journey as an Event Coordinator at Visit Seattle, where you'll serve as a crucial support system for Event Manager(s) and the Director of Events. Your role will involve assisting with administrative tasks to ensure the smooth operation of both internal and customer-facing events aligned with our mission. Your contributions will significantly enhance Visit Seattle's influential presence in the events industry.

** Candidates must be able to work at our office in Seattle.

What You’ll Do

• Provides administrative support for internal and external meetings and events.
• Works closely with Events Team to provide administrative support to include organizing, typing, copying, collating, packing, and filing materials.
• Facilitate sourcing for select venues and members for client facing events.
  
• Assist with event needs for Conventions Team tradeshows, familiarization visits and special events.
  
• Support schedule management and communication of work-back plans for all events.
  
• Assist Event Managers and Director with creation and organization of event collateral.
  
• Maintain database of customer, member and event contacts.
  
• Day of event support for Event Managers and Director, including, but not limited to, set-up, tear down, registration, and vendor management.
  
• Manage and execute shipping materials for offsite events.
  
• Facilitate member communications as they pertain to attending events.
  
• Process and code event invoices.
  
• Organize and maintain storage of event inventory.
  

Who You'll Work With:

In this role, you will collaborate with the Director, Destination Services and Events and Event Manager(s).  You’ll also interact with industry partners, venue experts and Visit Seattle customers to support industry and client facing events.

Who You Are

Ideal Event Coordinator qualifications:

• 2+ years of relevant administrative experience required.

• Consistently positive, “can-do” attitude and professional demeanor.
• Able to be flexible, nimble and display incredible adaptability to changing needs.
• Strong service approach with both internal and external customers, displaying a knack for finesse.
• Demonstrated ability to work in a self-directed manner, seeking out areas that need attention, and building credibility with all internal and external customers.
• Able to work efficiently and effectively with minimal supervision.
• Demonstrated ability to multi-task and maintain organization.
• Excellent verbal and written communication skills.
• Hospitality industry experience preferred.
• Very high proficiency in Microsoft applications, particularly Word, Excel and Outlook.
• Must be able to speak, read, write and understand the primary language, English, used in the workplace.
• Must be fully vaccinated against COVID-19.

What Your Benefits Are

Your experience is our most important asset, so we created an environment for you to thrive. We designed the following benefits package with you in mind.

Our benefits are always evolving, though here's a peek into your perks:

• You'll have 15 days of Paid Time Off to start, with 12 paid office holidays and 1 Personal Holiday.
• You’ll have 100% of medical, dental, and vision coverage paid by Visit Seattle. In addition, Visit Seattle will cover 75% of premium for family coverage.
• You’ll be eligible for Paid Parental, Bereavement and Jury leave.
• You’ll receive a company-provided ORCA card and subsidized parking in the Tower parking garage (restrictions apply).
• You will be reimbursed for monthly cell phone expenses.
• You'll receive a 401k with up to a 5% company match.
• Starting salary range is $50k to $53k with up to a 5% annual incentive.

Physical Demands and Work Environment

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing most of the duties of this job, the employee may be exposed to weather condition. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to:

• Stand; walk; sit; use hands to finger, handle, feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
• The employee must occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to sit or stand at a desk for up to 8 hours per day.
• Attend partnership events and occasional attendance at outside work functions after hours is required.
• Position will require occasional, early morning, and evening hours.

Who We Are

The Visit Seattle team knows and loves Seattle. By promoting our city for travel and tourism, we helped bring more than 34 million annual visitors in 2022 who spent $7.5 billion in Seattle and King County. The economic power of travel and tourism generates more than 62,000 Seattle area jobs and contributes $690 million in annual state and local tax revenue. Visit visitseattle.org.

Beyond our sales and marketing vision, you'll appreciate our culture. Visit Seattle has a fun, inclusive culture where everyone is welcome and encouraged to be their authentic selves. We aspire to be as diverse as the city we represent and to honor the unique perspectives of the communities we serve, intertwining them in everything we do. Kindness, respect, and accountability serve as guiding principles for our team at every level. Here, your voice will be heard, and opinions respected as we move toward a more inclusive world together.

We are grounded and guided in our work together by our Values:

• INCLUSION: We value a safe environment where diversity and lived experiences are embraced, authentic vulnerability is encouraged, and active empathy is practiced.
• IMPACT: We value the idea of building a legacy that starts today, by committing to being mindful, helpful, and dedicated to a positive ripple effect that we create.
• COMMITMENT: We value a community where growing, celebrating and embracing each other for a greater future is encouraged, and an appreciation for sacrifice, grit, integrity, and the passion for conquering the unknown is well recognized.
• EXCELLENCE: We value having pride and passion in the work that we do by committing to always giving it our all and celebrating success in both the big and small tasks.

Join Us!

Visit Seattle is on a journey to become a fully inclusive, multicultural, anti-racist organization. We are actively seeking a diverse pool of candidates from a variety of backgrounds and cultures.