Monona Terrace Event Coordinator

Madison, WI, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Exact $63,632.66

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee assistance program

Public Service Loan Forgiveness eligibility

overtime compensation

Job Description

Monona Terrace Community and Convention Center, located in the vibrant heart of downtown Madison, Wisconsin, is a premier venue designed by the legendary architect Frank Lloyd Wright. This iconic structure offers stunning views of Lake Monona and is closely linked with the adjacent Hilton Madison Monona Terrace, providing a comprehensive environment for a wide array of events. With 85,000 square feet of interior function space complemented by 68,000 square feet of rooftop gardens, Monona Terrace hosts nearly half a million visitors annually, serving as a hub for local, regional, state, and international events. The venue accommodates a diverse range of... Show More

Job Requirements

High school diploma or equivalent
Experience in event coordination or related field
Ability to schedule and coordinate multiple events
Strong interpersonal and communication skills
Proficient with computer software including event management and CAD tools
Flexibility to work irregular hours including evenings, weekends and holidays
Ability to lift 20 pounds occasionally
Ability to stand and walk for extended periods

Job Qualifications

Bachelor’s degree preferred
Proven experience in event planning or coordination
Strong customer service and communication skills
Proficiency with event management software
Ability to use CAD or similar diagramming software
Excellent organizational and multitasking abilities
Leadership experience useful
Ability to work evenings, weekends, and holidays
Capacity to lift up to 20 pounds occasionally

Job Duties

Plan, coordinate and oversee all phases of assigned events including advance planning, client meetings, day-of-event oversight and post event evaluation
Serve as the lead client contact for assigned events
Establish and maintain positive client relationships
Maintain a courteous, cooperative and professional manner in all interactions with clients, co-workers, suppliers and the public
Schedule and participate in calls and meetings with clients to determine event needs
Determine client needs and develop comprehensive plans to meet those needs
Coordinate services and equipment requirements for assigned events and communicate event information to convention center and catering staff
Evaluate requests for changes or added services and determine feasibility
Oversee and monitor events in-house
Provide feedback to Event Services Manager regarding event progress and report any issues
Enter event-related occurrences in event management software
Prepare event paperwork and documentation using event software and CAD tools
Create and revise event orders and room diagrams as needed
Send activity notes and notifications about event changes to co-workers
Coordinate event equipment and service logistics with clients, staff, catering, and outside suppliers
Schedule internal meetings to align with client requirements
Attend weekly Operations and Event Services meetings
Schedule pre- and post-event meetings for larger events
Respond to client, staff, and supplier communications promptly
Conduct facility tours for clients and prospective clients
Assist Monona Terrace Sales and Destination Madison staff with logistical inquiries
Perform related duties as assigned

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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