Event Specialist
Chicago (Cook) Hotels - Restaurants
Job description
Events & Promotional Activations:
· Plan the day to day operation of events for up to 5,000 people including corporate, social, and non-profit events, tenant and non-tenant meetings, film and photography sessions, and promotional activations
· Provide client tours of event spaces
· Manage and conduct client meetings for pre-event planning and post event follow up as directed
· Create, negotiate and issue event contracts and license agreements
· Maintain vendor relationships, agreements, certificates of insurances, commission reports, and preferred/non-preferred status
· Manage events for tenants renting the event spaces in the planning and coordination of catering, AV, equipment rentals, hotels, transportation, and other meeting planning needs
· Coordinate vendors for non-tenant contacts renting the event spaces to ensure vendors are meeting building policies
Marketing:
· Assist the Marketing & Events Manager with event requests
· Assist the Marketing & Events manager with SEO platforms
· Assist with managing Old Post Office social media accounts and building website
· Maintain SEO platforms with updated information and respond to inquiries
· Maintain marketing materials and general event space information
Administrative:
· Create and distribute the weekly and monthly events calendar
· Manage audio visual equipment operations, maintenance, and servicing
· Develop event policies and procedures for event operations
Contract File Administration:
· Keep up to date status of all contracts for events, preferred vendors, non-preferred vendors, etc.
· Distributes inner office memos as directed
· Manage the labor for events including janitorial and security and loading dock schedule
· Work directly with the fire marshal to insure compliance
· Secure insurance certificates (COI) from all vendors and clients
· File all correspondence as directed
· Assist with collection and processing of event payments
General Event Planning Services:
· Handle all event planning requests in a timely manner from Office of the Building, Tenants, and contracted Non-Tenants, see through from beginning to end to ensure that they run smoothly be proactive to provide follow-up, updates and status on any and all requests in a timely manner
Concierge & Community Manager:
· Manage tenant requests including discounted tickets, hotel and restaurant reservations, catering and meeting planning requests, and event coordination
· Plan building tenant events and programming including holiday events, building activations, and tenant appreciation gifting
· Develop and manage building tenant event budget and programming budget
· Create and design the building newsletter and tenant eblasts
· Provides timely and accurate To Be Invoiced (TBI) reports to the CCS Finance department to ensure accurate billing of services to client
· Stays current on knowledge of local events and cultural attractions. Researches information on these events.
· Other concierge-related requests, as needed
· Other reports, duties, meetings TBD
Skills & Aptitudes
· Superior knowledge of Chicago’s cultural, dining, and entertainment venues, and ability to match client desires to the appropriate venue
· Event planning or catering experience preferably coming from the hospitality industry with 2-3 years experience
· Must have high proficiency in MS Excel and other spreadsheets, experience with CRMs, i.e. Salesforce, Caterease, etc. preferable
· Able to multi-task in a fast-paced environment, accommodating and communicating to a broad range of clientele with varied needs
· Able to think quickly and efficiently when confronted with a client request
· Motivated self-starter who is able to work with minimal supervision
· Creative problem-solver
· Proactive, approachable and solution-focused
· Professional demeanor and appearance
· Strong planning and organizational skills
· Excellent interpersonal and communication skills
· Takes initiative and anticipates needs of others
· Flexible and adaptable
· Punctual and consistent
· Anticipates the needs of clients
· Computer literacy, specifically MS Office applications and Internet
· Social Media literacy – specifically managing company accounts - Facebook, Twitter and Instagram
· Commitment to company values
· Superior knowledge of Corporate/Social Club amenities and services
Education/Experience
· Four year degree preferred or partial degree with life experience
· At least two-three years experience in event industry. Hospitality, sales, marketing or related field is desirable
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