Hybrid Events Coordinator

Our client, a dynamic arts and entertainment organization, is seeking a creative and organized Hybrid Events Coordinator for their operations in Portland, Oregon, US . This role offers a unique blend of on-site event execution and remote planning and administrative tasks, providing a flexible and engaging work experience. You will be instrumental in planning, coordinating, and executing a variety of events, from cultural festivals and performances to fundraising galas and community gatherings. The ideal candidate is a highly motivated individual with a passion for the arts, excellent organizational skills, and a proven ability to manage multiple projects simultaneously.

Responsibilities:
Collaborate with internal teams to develop event concepts, themes, and objectives. Manage all aspects of event planning, including venue selection, vendor negotiation, budget management, and logistical coordination. Coordinate event timelines, ensuring all deadlines are met for planning, promotion, and execution. Liaise with artists, performers, speakers, and other stakeholders to ensure their needs are met. Oversee event setup, execution, and teardown, providing on-site support as needed. Develop and manage event budgets, tracking expenses and ensuring fiscal responsibility. Create and distribute event marketing materials, including invitations, programs, and promotional content. Manage guest lists, RSVPs, and ticketing processes. Conduct post-event evaluations, gather feedback, and prepare reports on event success. Maintain relationships with key vendors and suppliers. Utilize remote collaboration tools for planning meetings, budget reviews, and communication with off-site team members. Ensure all events comply with safety regulations and venue policies. Contribute creative ideas to enhance the overall event experience. Assist with volunteer recruitment and management for events. Qualifications:
Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field, or equivalent practical experience. Minimum of 3 years of experience in event planning and coordination, preferably within the arts, entertainment, or non-profit sector. Proven ability to manage multiple events simultaneously from conception to completion. Strong organizational, project management, and time management skills. Excellent communication, negotiation, and interpersonal skills. Experience in budget management and financial tracking. Proficiency with event management software and standard office productivity tools (e.g., Microsoft Office Suite, Google Workspace). Familiarity with ticketing platforms and CRM systems is a plus. Ability to work effectively both independently and as part of a team in a hybrid environment. Flexibility to work non-standard hours, including evenings and weekends, as required by event schedules. A passion for arts and culture is highly desirable. This hybrid role offers an exciting opportunity to shape memorable experiences within the vibrant arts scene of Portland, Oregon, US . You'll have the chance to blend creative planning with hands-on execution, enjoying the flexibility of a hybrid work arrangement. Join our team and contribute to the cultural enrichment of our community.

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