Event Coordinator

DescriptionThe Event Coordinator works under minimal supervision in support of the Events Department and provides administrative, logistical, and project coordination for KCM meetings and events. This role is responsible for maintaining detailed event and crew data, coordinating travel and lodging arrangements, supporting event registration, and providing on-site support during event execution.Primary Duties And ResponsibilitiesEvent Data, Crew, and Travel CoordinationUpdate and maintain event and crew files for each meeting in the Event Department database and storage system.Coordinate the event crew database, including entry and tracking of airline itineraries, vehicle rentals, lodging needs, per diem, parking, and related travel detailsCompile, request, and communicate crew travel requirements including vehicles, per diem, mileage, and ground transportation in accordance with ministry policiesPrepare detailed crew and travel reports for event packets, including rooming lists, arrival and departure schedules, vehicle rental lists, timesheets, contact lists, run of events, speaker schedules, and dress codesDistribute parking passes, per diem checks, badges, and event information to crew before and during eventsEvent Administration and DocumentationSubmit all event documentation to the Event Manager for review and approval, including crew lists, travel reports, and vehicle rental listsMaintain shared event files and documentation for leadership reference, including uploading meeting materials and crew details to designated platformsPrepare and maintain the annual event calendar and speaker schedule used across ministry departmentsRegistration, Volunteers, and On-Site SupportAssist with coordinating event registration, including setup and strike, preparation and distribution of conference materials, and tracking on-site registration dataCoordinate, train, and supervise volunteers and support staffProvide required on-site support during events, including assisting with registration and supporting the Event Manager during event executionVendors, Purchasing, and Financial ProcessingAssist with vendor communication related to event logistics and servicesSupport contract coordination by assisting with contract creation, retrieval, documentation, and referenceProcess purchase requests, requisitions, reimbursement requests, expense reports, and ministry credit card statements, ensuring proper coding before submission for approvalReconcile ministry credit card statements through the Concur systemEvent Logistics and SuppliesStock, prepare, and organize event materials and road cases to meet loading and shipping deadlinesAssist with ordering, storing, and preparing event supplies and materialsAdditional ResponsibilitiesExhibit polite, professional, and clear communication via phone and emailAssist with special projects as assignedPerform other duties as requested in support of the Events DepartmentRequirementsEDUCATION AND EXPERIENCE:Associate degree or equivalent work experience Must be computer literate and be proficient in the Microsoft Office SuiteHigh level of spiritual and emotional maturityKnowledge, Skills, And AbilitiesKnowledge, experience and understanding of event planning strategies and processes Extremely organized and highly disciplined, with the ability to prioritize tasks and anticipate needs. Must be able to multi-task. Can manage sensitive and confidential information with discretion Adept in problem solving and time management Excellent interpersonal and communication skills.Detailed, with a keen eye for spotting inaccuracies Able to take direction and be a team playerPublic relations, communications, negotiation, and human relations skills preferred Exceptional written and verbal communication skillsType 55 WPM with minimum errorsAbility to adapt and respond to constantly changing priorities. A wide degree of self-initiative, creativity and latitude is expected. Equipment To Be UsedStandard office equipment Typical Physical DemandsAble to lift 30 lbs.Able to sit at a computer workstation for extended periods of timeMust be able to pull, push, stand, sit, stoop, bend, reach, move or carry equipmentRequires normal range of hearing and visionTypical Mental DemandsMust be detailed, organized and communicativeMust be task and goal orientedRequires the ability to multi-taskMust adapt well to changing work situationsMust be able to grasp and apply new ideasMust be able to communicate with diverse groups of peopleMust be able to resolve problems, handle conflict and make effective decisionWorking ConditionsNormal office hours for 75% of the timeMust be flexible with work hours when hosting an event.Some travel to KCM events or key donor events will be required.OtherBorn again believer and must adhere to the doctrines of this organization as upheld by Kenneth and Gloria Copeland and their appointed representatives.Must work well with others, as a team and according to Romans 16:17, must not cause dissension and division.Must maintain a good attendance record.Sensitive to needs of others, which includes a love and commitment to Kenneth Copeland Ministries staff, partners, and friendsInterpersonal skills necessary to interact with diverse groups of people, considerable skill and diplomacy in communication. Ability to build effective working relationships inside and outside departments or groups.Self-motivated and takes initiative. Ability to react with appropriate urgency to situations and events that require quick response or turnaround.Operates with pre-emptive thinking and must be discerning and able to make good judgment calls with minimum supervision.