Special Event Coordinator (Keystone)

Job Title: Keystone Neighbourhood Special Events CoordinatorSupervisor: Special Events Senior ManagerPosition: Full Time, Year-Round, SalariedQualifications & Requirements:Experience2+ years of experience in event coordination or managementExperience in food & beverage or bar operations preferredExposure to marketing, sales, or leisure/tourism industry a plusExperience in live events, music, or production preferredSkills & Competencies:Strong organizational and time-management skillsExcellent communication and interpersonal abilitiesAbility to manage multiple priorities in a fast-paced environmentDetail-oriented and self-motivatedStrong team collaboration skillsTechnical Skills:Proficiency in Microsoft Office SuiteFamiliarity with Adobe Acrobat and social media platformsKnowledge of QuickBooks and Adobe Creative Suite a plusPhysical & Schedule Requirements:Ability to lift up to 30 lbsAbility to work outdoors and perform physical event setup tasksFlexible schedule including evenings, weekends, and holidaysRequired attendance at major events and festivalsPosition OverviewThe Special Event Coordinator is responsible for the on-the-ground coordination and execution of the KNC's public and private events throughout the year. This role supports both winter venue programming at Warren Station and Summer Festivals and events across Keystone properties, including River Run Village and Quaking Aspen.The position ensures seamless event execution through detailed planning, logistics coordination, and communication, allowing leadership to focus on strategic planning, partnerships, and financial operations.Seasonal ResponsibilitiesWinter Focus: Warren Station Public & Private EventsWork closely with the Special Events Senior Manager, Marketing Coordinator and Warren Station Venue Coordinator to execute venue programming and support private/group bookings.Event Operations & LogisticsCoordinate KNC bartender trainings, scheduling and pre event communicationOversee the KNC's volunteer program (scheduling, communication, management)Develop and distribute operational run-of-show documents to distribute to operations staffCreate and implement venue maps and layouts to ensure a smooth set up and tear down.Manage event setup, flow, and door entry processesCoordinate any third party event involvement. Sound tech, band, catering, outside event contractor.Develop, print and install event signage (entry, security, wayfinding)Financial & POS ManagementManage Eventbrite Advance Sales Ticketing SystemWork with the team to develop ticket packagesBuild packages in Eventbrite along with event description, date, age and inventory along with strategic pricing.Manage onsite Clover POS system- bar operations:Cash handling proceduresBank and check requestsInventory tracking and reportingBar & Inventory ManagementCoordinate bar operations with Venue Coordinator:Bar product orderingSponsorship product placementDrink menu developmentAlcohol inventory managementMarketing & CommunicationsAssist with social media marketing and promotionsParticipate in idea generating and brainstorming sessionsResearch and stay current with social media trends.Develop and distribute event information:Event fact sheetsGoogle Calendar updatesWebsite updates (multiple platforms)Poster scheduling and distributionEmail marketing assetsConsolidated event calendars and distribution of those calendars to key partnersBuild photo libraries and organize communication assetsSummer Focus: Festivals & Large-Scale EventsWork with the Director of Marketing and Events and Special Events Senior Manager along with the rest of the team to conceptualize and execute KNC-produced and third-party events.Event Planning, Execution & Operations:Work with the team to develop attractive, forward thinking events and festival concepts in order to keep the KNC Festival schedule fresh and enticing to the Keystone Summer guest.Work throughout the year with the team on high level event planning and strategy including:Website development and messagingFestival and event ticket strategy, pricing and set-upPR and outreach opportunitiesMarketing strategies and new ideasLead on-site coordination of the KNC's summer festivals and events:Setup and teardown oversight of festivals and eventsVendor and partner coordinationVolunteer and staff managementBartender recruitment and oversightEvent sales operations and cash handlingInventory trackingEntertainment Coordination:Support entertainment booking logistics and artist relations:Travel and lodging coordinationHospitality managementLoad-in/load-out coordinationPre- and post-event communicationKNC Operations Liaison:Coordinate festival and event setup and breakdown across all departmentsDevelop and manage operational plans and supply ordersParticipate in KNC team operations meetingsOversee event breakdown and site restoration post-eventVendor, Village & Volunteer CoordinationAssist in pre/post-event planning and execution:Volunteer & beneficiary program management including beneficiary management, schedule development, training and execution.Merchant and village participant relations – food vendor recruitment and managementFestival and event layout, mapping and logisticsVendor load-in/load-out coordinationBrewery/vendor check-in / out processesSponsorship & Asset ManagementWork with the team and assist with KNC sponsor recaps and reporting:Organize and catalog media assets (photos, videos, PR) related to event sponsorsTrack sponsor deliverables and activationsInventory ManagementConduct pre and post-season inventory of event infrastructure and materials across all storage locationsMarketing SupportAssist Marketing Coordinator with:Website updates: event description, information and schedulesBlog content creationAsset creation along with social media planning and executionPR outreach and media coordinationPoster distribution plan and managementAdditional SupportAssist with weddings and private events at Warren Station as neededPerform other duties as assignedEmployment Dates: ImmediateSalary: Starting at $53,000 annually (DOE)Application Process: For more information about the Keystone Neighbourhood Company, please visit our websites· www.warrenstation.com· www.keystoneneighbourhood.com· www.keystonefestivals.comAnnual Performance Bonus: Up to 10% of base salary based on a percentage of annual goal achievement, paid in the first quarter of the following year. This benefit will begin in 2026, and be prorated from the first day of work, to pay out first quarter of 2027 and is solely contingent on the Executive Director discretion and budgetary constraints.Benefits: $550.00 / month lodging stipend included in your paycheck. Full time status includes vacation and sick time, health, dental, vision, accidental death and dismemberment, long term disability and life insurance. Simple IRA plan (similar to 401K) with matching benefits (up to 3% of salary) and Health Savings Account with 50% matching benefit available after one year of employment. Please review details with the Business Manager.Ski Pass: Epic Local or Summit Value ski pass or equivalent benefit for 2027-2028 season. Future ski pass or equivalent benefit dependent on future budgetary constraints.