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Events Coordinator (part time)

Indiana Landmarks Center, Indianapolis

Indiana Landmarks, a historic preservation organization, is looking for a part-time Events Coordinator to assist with events at Indiana Landmarks Center, a restored, Romanesque Revival-style church that serves as our headquarters and a rental event venue. Venues on the campus host banquets, weddings and receptions, performances, fundraisers, seminars, meetings, lectures, films, and other special events.

The Events Coordinator works with the Special Events Department to plan, facilitate and promote events and venue rentals at Indiana Landmarks Center, with an emphasis on weddings, but also including concerts, holiday parties, corporate events and internal meetings. The Events Coordinator will be the onsite Events Department representative overseeing client rentals during assigned events, and will assist in promoting wedding and event rentals through managing social media accounts, conducting site tours with prospective clients, and following up with wedding and other event leads.

Duties and Responsibilities

• Work closely with the Special Events Department to:

• • Respond to facility rental inquiries and client leads in a timely manner
  • Conduct site visits for potential clients
  • Create and send rental event proposals and event invoices, schedule and maintain events on the rental calendar, create and manage client files
  • Routinely follow up with clients to ensure that contracts/proposals, payments and other required documents are processed according to established deadlines
  • Communicate with clients throughout the event planning process and coordinate event details with caterers and other relevant vendors
  • Oversee day-of event coordination: managing client needs, caterers and other vendors
  • Facilitate post-event correspondence for clients and vendors
  • Work with the accounting department to process rental payments and refunds in a timely manner

• Establish and maintain cooperative relationships with clients and event vendors
• Meet regularly with the Director of Special Events to discuss issues related to events, clients, and vendors
• Assist with Indiana Landmarks sponsored events such as our annual holiday concert program, art shows, concerts, lectures, annual meeting and annual fund raising event.
• Create social media content for Facebook and Instagram, managing posts and responding to followers.
• Other duties as assigned

Knowledge, Abilities, and Skills

• Experience in event coordination/management is appreciated, but not required.
• Strong ability to manage several different projects simultaneously and prioritize tasks
• Knowledge of social media platforms and ability to manage and create content
• Detail-oriented and customer focused
• Able to remain calm and professional under pressure
• Able to work with minimal supervision, comfortable being the sole staff person on site for some events
• Willingness to work nights and weekends as required by the event schedule
• Proficiency in Microsoft Word, Outlook, PowerPoint and Excel
• Ability to move tables, chairs, boxes, etc.; can lift up to 30 lbs.
• Ability to stand for long periods of time
• Ability to anticipate client needs and willingness to work through the logistics of planning an event.
• Bachelor’s Degree is preferred

The part-time position pays $17/hour, with a minimum of 20 hours per week, not to exceed 29 hours per week.

To apply:

Email a resume and cover letter to Tara Elliott, Director of Special Events, specialevents@indianalandmarks.org