Events Coordinator

Acts as Staff Liaison to assigned Chamber Committees; provides Events Director with support and back-up, as assigned, and works with the President on hospitality-related community activities.'

DUTIES AND RESPONSIBILITIES:

• Maintains and updates all assigned committee rosters via Basecamp.
• Sends out meeting notices to all members of various assigned committees via Basecamp. 
• Makes follow up telephone calls to determine attendance, as necessary.
• Maintains schedules of meetings of Chamber working groups and committees.       
• Coordinates meeting/event dates to avoid conflicts.
• Prepares, maintains, and updates all assigned committee rosters.
• Drafts agendas for all assigned committee meetings for review by Committee Chair, as well as the Director or President, and distributes final version to all committee members, along with action items from previously concluded meetings. 
• Records action items from meetings within 72 hours. Maintains original copies of all meeting agendas and attendance records - properly filed in Chamber.
• Works with Committee Chairs to draft event budgets, Project Proposals, and timelines for assigned events; reviews with Director of Events and Programs.
• Promotes all assigned events by sending email invitations via email to sponsors and past attendees, as well as via Basecamp to committee members and interfaces with the social media & Communications Team. 
• Ensures that all committee activities receive appropriate exposure in e-newsletters, local newspapers, local community guides, etc.; follow-up with Communications Manager regarding pre and post press releases, as needed.
• Manages Weblink registrations for all events, coordinates release of registrations and generation of event registration lists and nametags prior to events. 
• Assists with administrative responsibilities as necessary and any other duties as assigned by the Director of Events and Programs.
• Supports the restaurant meetings, Red Carpet Programs, Travel & Tourism Committee, The Welcome Center and other hospitality related events/meetings as required and assigned by the President & CEO.
  • 20/30 Group Committee Meetings (monthly)

Responsible for the following Events/Meetings/Functions:

• Wind Down Wednesday (monthly)
• Rising Star Awards (annual)
• Chairman’s Roast (annual)
  • Welcome Center
    • Monthly Walking Tours
    • Quarterly Foodie Tours
      • Recruitment of Restaurants
  • Good Morning Coral Gables (monthly) 
  • Business & Education Committee (monthly)
    • Real Estate Expo (annually)
    • Good Morning Coral Gables November Breakfast - programming (annually)
  • Trustee Council
    • Committee Meetings
    • Luncheon and Reception Support (monthly)
  • Small Business
    • Committee Meetings
    • IMPACT Seminars (monthly)
    • Small Business Summit (annually)
  • Real Estate Committee
    • Commercial Program (annually)
    • Residential Program (annually)
    • Design Expo (annually)
    • Broker Event (annually)
  • Cultural Affairs Activities:
    • Theatre Events (annually)
    • Summer Screening (annually)
  • Small Business Saturday – November, the Saturday of Thanksgiving weekend.  This event is held annually in partnership with American Express.
  • Event support for Burgerliscious
    • Assistance with recruitment of restaurants (annually)