Venue Operations Coordinator

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options.

The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

The East-West Center is seeking a Venue Operations Coordinator to perform various administrative duties and functions that support the implementation of a year-round calendar of events and functions held s position provides exemplary customer service and collaborates with various stakeholders and handles all aspects of event planning from event production, communication, logistics, and budgeting to ensure each event’s success. This position will also collaborate and assist the Events team in marketing, coordinating, and facilitating external conferences, workshops, and events for EWC.

• Plans and coordinates all events scheduled at Imin throughout the year. Events may vary in size, demographic, and meeting spaces; but all will focus on supporting EWC’s mission, vision, and values.
• Assists with determining appropriate fees associated with each event; drafts and processes contracts for securing venue use, process deposits, fees, and refunds, and ensures contract terms and insurances meet EWC requirements.
• Maintains accurate event records and prepares related reports and correspondence related to unit and event performance.
• Assists with developing and maintaining standard policies and procedures related to unit operations and performance; recommends and participates in the implementation and improvement of policies and procedures.
• Maintains budget and expenditure records. Prepares fiscal documents, invoices, financial statements, and processes payments; and communicates directly with clients regarding billing. Reconciles expenses between budget and general ledger accounts. Prepares financial statements and reports for supervisor’s review and approval.

• Assists in tracking revenue, expenses, and budget forecast for events and internal service operations.
• Utilizes and maintains contact databases within EWC systems using Raiser’s Edge and excel files, to ensure the information is current and accurate; coordinate and compiles data and information for various reports and projects as need for team performance reporting.

• Oversees and directs logistics of venue event planning, implementation and follow-up. This includes all aspects of event coordination that include developing floor layouts and seating charts, reviewing vendor contracts and service procurements, and labor set-up and breakdown, among other duties. Approves setups and arrangements for services provided by EWC.
• Meet with prospective and existing clients to provide information regarding venue space, capabilities, and services; as well as determine equipment, personnel, and other services required for desired event(s).
• Liaises with Venue Operations Assistant regarding event itinerary and details to ensure client satisfaction and contractual needs are met.
• Assists external events and receives and responds to general inquiries, questions, and complaints.
• Enforces health, safety, and other regulations related to venue use and external events.
• Assists venue and events team with event set-up, such as placement and removal of tables, chairs, banners, audio-visual equipment, and event supplies as needed.

• Assists with managing venue guest registration…