Venue Operations Coordinator

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our team is seeking an on-site Venue Operations Coordinator to support the implementation of a year-round calendar of events and functions held at our Imin International Conference Center (“Imin”). With over 17,000+ square feet of venue meeting space that supports the East-West Center in producing successful events that impact local, domestic, and international audiences, this position is responsible for the planning, coordination, and execution of all meetings, workshops, and other events held at Imin. The Coordinator will work collaboratively with clients and staff across all programs to execute meeting logistics and ensure appropriate event budgeting, conference space allocations, catering accommodations, security, technology and audiovisual needs, VIP support, and invoicing tasks are completed in a timely and appropriate manner.

MAJOR DUTIES:

Venue Administration

• Plans and coordinates all events scheduled at Imin throughout the year. Events may vary in size, demographic, and meeting spaces; but all will focus on supporting EWC’s mission, vision, and values.
• Assists with determining appropriate fees associated with each event; drafts and processes contracts for securing venue use, process deposits, fees, and refunds, and ensures contract terms and insurances meet EWC requirements.
• Maintains accurate event records and prepares related reports and correspondence related to unit and event performance.
• Assists with developing and maintaining standard policies and procedures related to unit operations and performance; recommends and participates in the implementation and improvement of policies and procedures.
• Maintains budget and expenditure records. Prepares fiscal documents, invoices, financial statements, and processes payments; and communicates directly with clients regarding billing. Reconciles expenses between budget and general ledger accounts. Prepares financial statements and reports for supervisor’s review and approval.

• Assists in tracking revenue, expenses, and budget forecast for events and internal service operations.
• Utilizes and maintains contact databases within EWC systems using Raiser’s Edge and excel files, to ensure the information is current and accurate; coordinate and compiles data and information for various reports and projects as need for team performance reporting.

Event Planning and Coordination

• Oversees and directs logistics of venue event planning, implementation and follow-up. This includes all aspects of event coordination that include developing floor layouts and seating charts, reviewing vendor contracts and service procurements, and labor set-up and breakdown, among other duties. Approves setups and arrangements for services provided by EWC.
• Meet with prospective and existing clients to provide information regarding venue space, capabilities, and services; as well as determine equipment, personnel, and other services required for desired event(s).
• Liaises with Venue Operations Assistant regarding event itinerary and details to ensure client satisfaction and contractual needs are met.
• Assists external events and receives and responds to general inquiries, questions, and complaints.
• Enforces health, safety, and other regulations related to venue use and external events.
• Assists venue and events team with event set-up, such as placement and removal of tables, chairs, banners, audio-visual equipment, and event supplies as needed.

• Assists with managing venue guest registration processes including registration pages; compiling registration lists; scheduling and drafting mass emails for registrants; and serving as primary event contact person.
• Participates in post-event evaluations and works to develop the quality and profile of EWC events.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

SUPERVISION: This position works under the general supervision of the Venue Operations Manager. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments, handles problems and deviations as they arise, and may take some problems along with possible solutions to the supervisor for advice and approval.

REQUIRED QUALIFICATIONS: Education & Experience – A post-secondary degree and at least three (3) years of full-time work experience related to banquet or venue management, convention services, or large-scale event planning; or a combination of education and work experience equaling at least five (5) years that relate to successfully fulfilling the position’s duties. Qualifying experience must include leading a positive client, vendor, or tenant relationship with the authority to make basic daily decisions, as well as a demonstrated professional record of project or event management.

Communication – Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability – to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work and deal effectively with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate work documents, files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to work effectively as a team member; and to appropriately handle, maintain, and secure confidential information when communicating across the Center and with the public.

Knowledge – of office practices and procedures, particularly as they apply to project management and event planning computer program use, database software, office machine skills, and best practices; of correct English grammar, punctuation, spelling, and word usage; and of MS Office suite and e-marketing platforms (MailChimp, Constant Contact, etc.)

Physical Requirements – Exposed to prolonged periods sitting at a desk and working on a computer. Certain tasks may require the ability to lift items that weigh up to 40 pounds and perform other physical activities related to accomplishing the duties of the position.

Work Schedule – While a standard work week is Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill the needs of clients and conference participants.

PREFERRED QUALIFICATIONS

Proficiency in Microsoft suite software and event management systems. General knowledge of Adobe Creative Suite (Photoshop, InDesign)

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits – The annual salary for this position starts at $68,081.01 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities – We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment – We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you’re interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.