• Events Coordinator

    Posted: 06/24/2024

    General Responsibilities

    The Events Coordinator at Cave of the Mounds works under the direction of the General Manager to assist staff, guests, and contracts of internal and external events. In addition, the Events Coordinator will demonstrate leadership and excellence in the performance of all events-related duties and will serve as a model to all guide employees regarding appropriate techniques, information, and attitudes necessary to be a successful Cave of the Mounds events team member. Events Coordinator will also assist in general Cave of the Mounds Operations, as needed.
     
    Events could include (but not limited to):
    Weddings                                Business Meetings                             COTM Events for Public
    Private Parties                        Corporate Training Events                 Private Tours
    Company Parties                    Public Educational Events                  Staff Events
    Family Reunions                     Specialty Tours
     

    Event Planning

    • Assist manager(s) in planning for internal/external events by conducting inventories, preparing event supplies, creating purchasing lists for supplies, preparing signage, and other logistics.
    • Assist in logistics prep – check-in items, tickets, wristbands, etc.
    • Develop and manage strong client and guest relationships.
    • Answer scheduling requests and facility use questions in a timely manner.
    • Process rental fees and deposits.
    • Plan events and catering with attention to financial and time constraints.
    • Help develop events that benefit our visitors and our business.

     

    Event Implementation

    • Prep all event materials including decorations, station needs, equipment set-up, etc.
    • Assist with the set-up of all event spaces.
    • Assist during an event in whatever capacity is needed for successful event implementation.
    • Coordinate and supervise the proper set-up, execution, food and beverage service, and clean-up of catering events.
    • Do final checks on the day of the event to ensure everything meets standards.
     
    Event Wrap-up
    • Assist with event clean-up and take down of all event areas.
    • Maintain a system for collection of items to be laundered and/or re-used for future events.
    • Clean linens and reset materials for future events.
    • Evaluate the event’s success.

     

    Operations

    • Sell tickets and schedule tours through Cave.
    • Training new guides on customer service, policies and procedures, and various tasks at the Cave.
    • Training new guides on selling tickets and cash handling.
    • Learn and give some aspects of school group programming during field trip season.
    • Give tours of the Cave as needed.
    • Be part of the full-time team and work across multiple departments to create memorable experiences that align with the Cave of the Mounds brand, mission, and strategic goals.
     

    Qualifications

    • Must be available on weekends and evenings.
    • Exceptional customer and client service skills, with the ability to build strong relationships and use insight into customer/partner needs to deliver quality solutions.
    • Excellent organizational and project planning skills
    • Takes initiative and responsibility for work, and holds self and others accountable to high standards of detail, quality, and accuracy.
    • Strong organizational and work planning skills – prioritizes commitments in alignment with strategic goals.
    • Excels at managing multiple priorities and delivering results under pressure.
    • Ability to analyze information and evaluate solutions to resolve problems with speed and efficiency.
    • Ability to communicate with employees, vendors, customer representatives, and guests positively and professionally.
    • Strong problem-solving, analytical, decision-making, and interpersonal skills.
    • Supervisory experience.