Job Title: Event Coordinator

Reports To: Senior Director of Operations and Events

Status: Exempt

About Halcyon

Halcyon accelerates the impact-driven future of business. Our signature programs are fellowships for early-stage social entrepreneurs designed to equip them with the tools and relationships they need to achieve scalable, lasting impact in their fields. More broadly, we seek to mold the business world to be a more inclusive, impact-oriented place. Since its founding as a 501©3 nonprofit organization in 2017, Halcyon has worked closely with entrepreneurs to understand their ecosystems, identify their needs, and explore new programs and partnerships to meet those needs.

Job Summary

We are seeking a talented and detail-oriented individual to assist in the planning and execution of a wide range of events, including internal meetings, social gatherings, and high-profile occasions. As an Event Coordinator, you will be responsible for various event-related tasks, ensuring smooth operations, successful outcomes, and effective sales efforts. Your ability to manage multiple responsibilities and deliver exceptional service will be instrumental in achieving our event goals. This position will work with and report to the Senior Director of Operations and Events as well as work with entire Halcyon team.

Essential Responsibilities

Planning:

• Collaborate with the events team to develop event concepts, themes, and unique experiences.
• Manage event inventory, including ordering, distribution, and maintenance of all materials.
• Customize menus and beverages to enhance event experiences.
• Assist in all aspects of event preparation, execution, and wrap-up, including post-event communications, financial reporting, debriefings, and final checks.
• Research vendors to identify the best combination of quality and cost and negotiate favorable terms.
• Create comprehensive floor plans and ensure the general appearance of event spaces.
• Address administrative needs and support general event-related duties.
• Evaluate event success, submit reports, and reconcile budgets.
• Maintain and organize event storage rooms, implementing an efficient inventory tracking process.
• Draft, update, and maintain event documents and databases.

Sales:

• Manage the end-to-end sales process, including identifying sponsorship opportunities, contract drafting, and securing payments.
• Solicit, negotiate, and generate contracted revenues from prospective sponsors aligned with the business plan.
• Engage in networking events to identify potential sponsorship leads.

Minimum Education Required

• Bachelor’s Degree

Minimum Experience Required

• Two years of hospitality experience.
• Proficiency in using database software (e.g., NEON, Every Action, Salesforce, SharePoint, etc.)

Skills and Abilities

• Excellent communication skills, both verbal and written, with attention to detail.
• Exceptional problem-solving abilities and abilities to work under pressure.
• Ability to manage multiple priorities and deadlines and adapt to changing circumstances.
• Demonstrated ability to collaborate effectively with team members while working independently.
• Possesses a positive attitude, sense of humor, and track record of achieving common objectives.
• Excellent interpersonal skills to interact with stakeholders, including donors, sponsors, educators, representatives, volunteers, colleagues, and the press.
• Thrives in a fast-paced, startup environment, demonstrating agility and resilience.
• Passion for learning, resourcefulness, and commitment to excellence.
• Proficiency in computer applications such as MS Word, Excel, PowerPoint, Outlook, and databases.
• Embodies Halcyon’s core values of nimbleness, humility, risk-tolerance, nurturing, and optimism.

Strongly Preferred

• DC ABC Manager License

Special Considerations

• Flexibility to work evenings and weekends as required to staff events.
• Ability to lift 50 pounds.

Salary and Benefits

• Annual Salary: $50K- $55K
• Three weeks vacation and federal holidays
• Work from home up to two days per week
• Insurance: Health, vision, dental, life, short-term and long-term disability insurance.
• Simple IRA and employer match

Please send your cover letter, resume, and salary requirement to inquiry@halcyonhouse.org