Special Events Coordinator - Casino jobs in Kansas

Chappelow Events (CE) is seeking a full-time Communications & Event Data Coordinator to join our small, tight-knit event planning team. This role is an exciting opportunity for an emerging professional who possesses a collaborative nature, strong organizational skills, attention to detail, superior written and verbal communication skills, excellent customer service and ability to function both independently and in a team environment. Prior experience is preferred but not required.

The Communications & Event Data Coordinator will lead all efforts for outgoing communication with client sponsors and guests, development of event websites, manage registration efforts, and support the training of event day volunteers. Additionally, they will support the Marketing Department in increasing Chappelow Event’s digital marketing presence. 

EVENT COMMUNICATION RESPONSIBILITIES

Manage all Sponsor Fulfillment duties for client events

• Managing spreadsheet to track sponsor benefits, invoice delivery and updating contact information
• Complete sponsor benefit fulfillment steps from the assigned event email account (guest names/information, dietary restrictions, etc.) 
• Assist with communication to guests purchasing single tickets or receiving comp tickets, supporting the online registration process
• Sharing updated guest email list to the point of contact who is sending out any event teaser emails  

Support Guest Communications / Event Material Copy

• Provide copy support for all pre and post event communications (emails, print invitations, etc…)
• Assist with drafting creative briefs/copy documents for onsite materials, event programs, etc… (Event Manager to assist with content, Event Designer to use approved brief to design materials).
• Assist with drafting copy for all auxiliary fundraising materials (ex: sponsor brochure, auction package descriptions, auction certificates, etc…)

Lead the development of event websites in selected event software (sites like One Cause, Bizzabo, Squarespace, CVENT, etc…)

• Event Designer or CE design contractor to handle all graphic design needs
• Event Manager to determine what content is needed for sites
• Communications Coordinator will help with drafting copy for site and actually populating information to the site, keeping the site updated. Final approval by Event Manager and President/VP before going to the client. 

Event Registration Management

• Management of the full guest list.
• Uploading guest information in mobile bidding/registration system and managing onsite changes to guest data. 
• Work with client and Event Manager to finalize table assignments before uploading into event software. 

ONSITE EVENT RESPONSIBILITIES

Lead registration onsite at all events. 

Along with the Volunteer Lead, support orientation for all registration. staff/volunteers to prepare them for the event. This is typically done on event days but sometimes also requires an advance training session via Zoom or in person.

Lead the capturing of all fundraising outcomes onsite in relation to live auction, fund a need, games, etc.. 

Ensuring the financial tab of the Run of Show is updated during the event program. 

Lead the check out process at the event, including distribution of auction items (when contracted by the client). 

COMPANY COMMUNICATION RESPONSIBILITIES 

Manages the content calendar and posts all digital media content for Chappelow Events

Collaborating with Event Designer and Marketing Manager on social media strategy and content.

• Assisting with creation of social media content (sourcing photos, helping to write captions, etc..).

Coordinate and assist with drafting quarterly newsletter for Chappelow Events (email distribution).

Salary Range: $38,000 - 45,000 depending on experience

Preferred Skills and Qualifications

• Bachelor’s Degree required. 
• Communications / event experience preferred, but not required. 
• Strong verbal and written communication skills.
• Highly organized, professional, self-starter. 
• An optimistic problem solver with a passion for managing details and systems with a customer-centric mindset. 
• A consensus-builder who enjoys supporting others. Able to adapt quickly with an interest in learning new things.
• Proficiency in Microsoft Office Suite and Google Business Suite (docs, sheets, forms, etc…) required. Experience in Canva, ClickUp, Asana, All Seated and One Cause preferred, but not required.

Schedule and Benefits

Our small company does not have a physical office space, so the majority of our work is done remotely from our own homes (or favorite coffee shops). We work independently and also collaboratively on a weekly basis. Tuesday morning is generally reserved for team meetings. Tuesday afternoon through Thursday are meeting days, and Monday/Friday is reserved for independent work projects. This is subject to change based on the event schedule. 

We also offer flexible scheduling. Which means that as long as you are available for scheduled client meetings and company meetings, you can complete other work tasks at the time of day that works best for you. Some tasks will require daytime attention, while others can be done at night. Our team connects regularly to prioritize task work to ensure this flexibility remains beneficial to team members and our clients.

This is a full time position with a typical 40-hour work week, though some weeks will require additional hours because of on-site event work. The Communications & Event Data Coordinator will be expected to provide their own laptop and their own transportation. 

Additional benefits include a company sponsored retirement plan with 4% match, a generous PTO plan (there isn’t a limit and planned time off is encouraged!), paid time off on federal holidays, and meals (and lots of coffee) covered whenever we are working collaboratively.

To Apply

Please send a cover letter and resume to Laddie Lilly at laddie@chappelowevents.com.  Applications will be accepted until June 21, 2024 or until the position is filled.