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Event Coordinator, Obama Presidential Center

Obama Foundation

Obama Foundation

Administration
Chicago, IL, USA
Posted on Friday, May 31, 2024

About the Obama Foundation

At the Obama Foundation, we are guided by a core belief: that ordinary people working together can change history. Our mission is to inspire those people to take action, empower them to change their world for the better, and connect them so they can achieve more together than they can alone.

We were founded by community organizers, so when we seek change, we do it by bringing people together.

That approach begins at home, on the South Side of Chicago, where we are building the Obama Presidential Center. The Center represents a historic opportunity for Chicago: a chance to build a world-class museum and public gathering space that celebrates our nation’s first African American President and First Lady, steps away from where he began his career, where she was raised, and where—together—they made their home.

But that approach extends to all our work, whether it’s holding leadership training sessions in communities throughout the U.S., bringing local leaders together in countries around the world, working to support the global education of girls, or ensuring young men of color have pathways to opportunity.

As President Obama has said, “we cannot solve the challenges of our time unless we solve them together.” So join us.

For more information, please visit www.obama.org.

Purpose of the Role

The Event Coordinator, Obama Presidential Center, will be responsible for overseeing all coordination for the event sales team including assisting with sales, logistics and coordination of events in spaces across the Obama Presidential Center campus. These spaces will include an auditorium, program rooms, athletic center, and multiple other spaces ranging in size capacity from 50 to 999 guests. The Event Coordinator will work closely with the Manager of Sales and the event sales team during our initial sales launch all while working closely with internal teams to implement SOPs to encourage and promote seamless event operations when we officially launch events.

As the Event Coordinator, you’ll be reporting directly to the Manager of Event Sales.

Core Job Responsibilities

  • Work with the Event Sales Team to ensure telephone calls and emails are consistently answered in a professional manner and directed promptly, while proficiently utilizing both phone and email system software.
  • Work with the Event Sales Team to assist and support coordination of all sales presentations including scheduling, communication, presentation development, tracking, follow up, etc.
  • Work with the Manager of Event Sales to develop internal team standard operating procedures as well as with teams across the Foundation to strategize and develop internal cross team procedures and communication.
  • Complete essential functions, such as greeting and directing clients during site visits, answering telephone calls, promptly returning emails, etc. Provide flexible on-site event coverage including nights and weekends for event setup, client greeting and event logistical support, etc.
  • Work closely with the Senior Associates and the Manager of Sales to realize all logistics as outlined in the event order and implement logistics for event spaces. Support the event sales team with all aspects of the event cycle including initial communication, contract execution, event execution and billing.
  • Support communication with teams across the campus including the Contract Revenue team, Visitor Experience, Security, and Facilities to ensure event logistics are implemented and consistently meet standards.
  • Support the Manager of Sales with creating and distributing monthly, quarterly and yearly reports such as the sales analysis, lost business report, market segment report, etc.
  • Responsible for coordinating and selling limited event venue rentals.
  • Perform other duties as assigned.

Key Deliverables / Outcomes

  • Collaborate with teams across the foundation team to update SOPs and build out best internal communication practices.
  • Coordinate and facilitate event space utilization and rental equipment including chairs, tables, linens, and technology assets.
  • Deliver event planning, set-up, execution, and breakdown with the support of OPC teams including Contract Revenue, Operations, Security, Facilities and Visitor Services.
  • Meet or exceed sales goals, catering to diverse audiences at various levels of engagement, consistently promoting visitor satisfaction.
  • Monitor digital tracking systems, including timelines and event deliverables.
  • Coordinate logistics across internal teams including Food and Beverage vendors, Integrated Systems, Security, OPC Programming, and Sales. Ensure integrity in event execution with a high level of customer service.

Required Qualifications

  • Experience in coordinating teams to implement logistics, including the utilization of project management software such as Asana and office suite solutions such as Google Suite.
  • Knowledge of event management and best practices, preferably at both large and small scale operations.
  • Attention to detail and experience in managing multiple projects and deadlines in a fast-paced environment.
  • Experience in customer service, preferably in engaging diverse audiences. Sales experience working with clients in a professional setting to promote and inspire
  • Flexibility of hours including but not limited to early morning, late night, weekends, and holidays across campus in both indoor and outdoor environments. Ability to work out of the Obama Presidential Center in Jackson Park and/or other Obama Foundation locations in Chicago.

The salary range for this role is between $51,965 and $64,980.

Don’t check off every box in the requirements listed above? Please apply anyway! Studies have shown that marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every single qualification. The Obama Foundation is dedicated to building an inclusive, diverse, equitable, and accessible workplace that fosters a sense of belonging – so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to still consider submitting an application. You may be just the right candidate for this role or another one of our openings!

In the interest of employee health and safety during the pendency of the COVID-19 global pandemic, the Obama Foundation is requiring that all prospective employees present proof that they are fully-vaccinated against COVID-19, or seek a reasonable accommodation for religious or medical reasons, prior to their first day of employment.

Equal Opportunity Employer

The Foundation is committed to creating a diverse work environment and is proud to be an equal opportunity employer. The Foundation does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please e-mail us at careers@obama.org if you require a reasonable accommodation to complete this application.