Event Coordinator

About the Company: Stagen Leadership Academy, based in Dallas, Texas, is a values-driven organization dedicated to training leaders who are committed to long-term personal development and utilizing their organizational platforms for positive impact. Through dedication, relationship building, courage, practice, and connection, Stagen embraces the power of what is possible through time and enables its leaders to do the same. Founded on the notion that each person has the potential for greatness born of self-knowledge, Stagen’s programs are designed to expand a leader’s capacity for wisdom, compassion, and courage. Position Summary: Stagen Leadership Academy is looking for a full-time Event Coordinator to join their fun, energetic, and fast-growing team. The full-time Event Coordinator will be responsible for providing operational, customer service, and hospitality support for our Clients and Internal Team. Stagen serves members representing hundreds of companies, dozens of industries, and thousands of employees, requiring commitment and accountability. This role reports directly to the Conference Services Manager. Job Responsibilities: Event Planning: Schedule all external events in the Academy and offsite Document all hospitality-related events on the calendars by coordinating with the Academy Coordinator (review daily for accuracy, weekly for coordination) Communicate any scheduling conflicts or denials of space to the Conference Services Manager immediately and notify affected parties & Integration Prepare detailed specifications of event requirements (room layout, timing of breaks, materials, catering needs, equipment, transportation, etc.) Menu preparation, ordering & tracking Prepare clipboards for event servers for each program or event Coordinate server coverage for each event or program Help to ensure events are staffed appropriately by 3rd party vendors Coordinate offsite events as needed Review coverage hours with Conference Services Manager Enter hospitality costs into Salesforce for F&B tracking to review with Conference Services Manager Send stakeholder calendar each month Event Coordination & Execution: Act as an event coordinator to caterers and additional staff during events (i.e., dinners, workshops, commencements, etc.) to maintain the integrity of the Academy and ensure timelines are followed Maintain catering kitchen organization and cleanliness Help Event Server load and unload dishwasher throughout the event. Reset the Academy for the next day Help Event Server by bussing during event to help clean up all catering Help Event Server polish glassware and silverware & fold towels and linens Execute detailed specifications of event requirements (room layout, timing of breaks, materials, catering needs, equipment, transportation, etc.) Based on clipboard Coordinator to assist with any non-program-related events and have the appropriate coverage Maintain positive relationships with key stakeholders Weekly rhythm meeting with the caterers to pre-plan and confirm upcoming menu sections Hospitality Services: Welcome Stagen clients and visitors and set the tone for their experience of the Leadership Academy. Answer incoming calls, provide inquiry information, and transfer calls to the requested party Direct visitors to the Academy, meeting rooms, or team member offices Attentively assist visitors with needs such as coffee and Wi-Fi connection information, and provide tech support Provide high-quality service based on requirements and standards Be aware of internal and external events in the Academy Provide coverage for front desk as needed Conference Center (Academy) Operations: Open or Close the Academy on days related to events Maintain a client-ready environment Inspect meeting room prior to events to ensure proper set-up Take stock of perishable and non-perishable inventory Merchandise and restock the refrigerator and snack closet Maintain a professional appearance (Including a business casual dress code) Work with Business Operations Manager and Accounting on invoicing for non-program-related events Coordinate appointments to see the space Attend hospitality weekly rhythm meeting Respond to View email address on click.appcast.io email requests Request required inventory needs for events Submit expenses to Accounting each month Required Qualifications: High level of attention to detail and follow-through Proficiency in MS Office Suite Ability to balance results delivery, problem-solving, and client management Exceptional communication (verbal, written, and presentation) skills Prior Customer Service experience (1 Year) Ability to work under pressure Strong organizational skills High School Diploma or GED Preferred Qualifications: Calligraphy Skills Bilingual (Spanish) TABC License Food Handler's License Disclaimer: Stagen Leadership Academy is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities. #J-18808-Ljbffr Stagen Leadership Academy