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Private Event Coordinator
Category: Manager

The Holden Arboretum
Kirtland, Ohio

Posted: Monday, January 27, 2014

Private Event Coordinator 

The Holden Arboretum

Primary sales contact and liaison for all private rental activities at Holden.  Meets with clients, conducts contract negotiations and schedules events.  Helps oversee third-party contracted service providers at event. Responsible for coordinating event needs with internal staff. 
Major Responsibilities 
  • Responsible for generating private rental bookings for various Holden locations.
  • Serve as primary contact with event clients following the negotiation and contracting process. 
  • Arranges and facilitates pre-event meetings with clients to define their expectations re: parking, facility space, set-up (diagrams), security, staff and volunteers, catering, audio-visual, food and catering, beverages, and other needs. 
  • Coordinate planning for vendors, parking, security, facilities, external affairs, various service providers, and others.
  • Coordinate facility operations services during events.
  • Input, retrieve, and update event setup information and produce event reports.
  • Conduct post-event, quality assurance meetings with the client to identify successes and opportunities for improvement.
  • Compose post-event summary reports and maintains event information and data in a central database
  • Budget responsibility for forecasting and monitoring revenue and expenses
  • Supervises Event Coordinator and temporary staff
  • Sell and dispense alcohol in accordance with laws of the State of Ohio
  • Provides assistance, as scheduled, to Manager of Special & Private Events for other special activities held at Holden throughout the year.  
  • Frequent weekend and evening work is required, especially April thru October.
  • Bachelor’s degree preferred.
  • A minimum of two (2) years sales experience (hotel sales and/or catering preferred).  A plus.  
  • Previous food & beverage and event planning experience a plus.
  • Strong negotiation skills.
  • Must be organized and detail-oriented.
  • Strong oral and written business communication skills.
  • Outgoing, assertive, enthusiastic and charismatic for the purpose of growing a larger client base and maintaining relationships with existing clients.
  • Prior experience supervising third-party vendors and part-time staff -  A plus.
  • Local market experience is highly desirable.  
  • Strong command and proficiency of Microsoft Office applications.  
Review of applications with begin immediately and continue until the position is filled.  
Qualified applicants should submit a resumé online with salary requirements at:
Posting Date: January 2014
Closing Date: Until Filled
The Holden Arboretum Is an Equal Opportunity, ADA Employer and a Drug-Free Workplace

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