Part Time Event Administrative Coordinator

The Bushnell - Hartford, CT

Part-timeEstimated: $36,000 - $50,000 a year
Position Title: Part Time Event Administrative Coordinator
Department: Event Services
Reports to: Senior Manager, Event Services
FLSA status: Part-Time Hourly
Working hours: Approximately 25 hours per weekly. May include some evenings, weekends, and holidays

Broad Functions:
Supports administrative processes related to internal and external events held in public rental spaces at The Bushnell. Assists with contract administrative duties for all client contracts to ensure excellent customer service, professionalism, timely response to all inquiries and communications, consistent and accurate administration of procedures and policies, sound financial management, and highly detailed event planning.

Roles and Responsibilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Cultivates strong relationships with internal and external clients.
Coordinates, schedules, and conducts facility tours with prospective clients.
Assists in the preparation of proposals in the Gather Event Management System and supports the manager in administering contractual aspects of proposals in accordance with established procedures, policies, and timelines.
Communicates and prepares for all event activity utilizing available technology, established systems, reports, and diagrams.
Assists the manager with reserving rental space through use of Artifax including task checklists, event outlines, and reports.
Communicates and coordinates Event Services activities and schedules Bushnell staff, subcontractors, and agencies.
When required, attends and actively participates in regularly scheduled management, department, and all staff meetings.
Assists the manager in scheduling Event Services support staffing and related services.
In a back-up capacity, occasionally oversees events and serves as on-site client contact before, during, and after events.
Schedules Event Coordinators assigned to events and activities.
Works with departmental managers and supervisors, building supervisors (RM Bradley), stagehands, cleaning crews, and security to prepare and execute events.
Maintains calendar for Horace Bushnell Suite dinners.
Provides support for enhancements and Event Services programmed activities.
Performs various financial duties including, but not limited to vending machines, valet services, preparing and distributing various calendars, ordering suite towels, and rental of digital media.
Assists in maintaining Event Services equipment, supplies, and all related storage areas.
Coordinates valet services and calendar.
Orders and replenishes various supplies including back of house vending and suite towels.
Performs all other appropriate duties and responsibilities when necessary.

Education and/or Experience:
Some college or technical degree preferred; 1-3 years hospitality related experience and/or training, or equivalent combination of education and experience required. Demonstrated work history of independently administering and coordinating multiple complex and detail oriented projects. Prior phone sales or customer service related experience beneficial.

Skills Required:
Highly motivated self-starter possessing the ability to simultaneously coordinate multiple tasks. Excellent written, verbal, and interpersonal communication skills. Prior experience administering hospitality contracts and phone sales a plus. Must have great attention to detail. Proven skills, knowledge, and ability utilizing available technology.

The Bushnell is a Not-For-Profit, Equal Opportunity Employer, proud to serve Connecticut and its citizens.

Please submit resumes to:
The Bushnell Human Resources Department
166 Capitol Avenue
Hartford, CT 06106
Or email to: