Photo: David Newman

Special Events Coordinator

Special Events Coordinator

Job description:

This position provides administrative support, project management and proactive assistance in all aspects of the work of the Special Events department.   The Special Events Coordinator is expected to demonstrate dependability and initiative, be a self-starter and able to work independently, yet be able to work in a collaborative environment.  The successful candidate will be a polished professional who consistently delivers top-level service to both internal and external customers.  The coordinator must be flexible and adaptable, have strong attention to detail, able to handle changing priorities and multiple tasks at once, and remain composed under pressure.


Competitive salary plus benefits package which includes a Paid Time Off program, 10 paid office holidays, employer-paid medical, dental and vision, ORCA card and 401k with employer matching.

Regular Office Hours:     Monday through Friday, 8:30am-5:00pm.  Additional hours as needed.

Schedule:  This positions’ start/end times may vary from typical office hours listed based on event demand.


Send cover letter and resume to or apply through our Career Portal HERE.

Deadline to submit resume:

December 4, 2017


Essential Job Functions:

Director Support:

  • Provide administrative support for Director, Special Events.
  • Project task management.
  • Manage events budget tracking and annual budget prep work.
  • Manage event team travel schedule and expense reporting.
  • Facilitate to ensure work plan is completed on time and supporting documents are provided for post-event tracking.
  • Perform other related duties and assignments as required.

List of Essential Job Functions:

  • Provide research for upcoming events on venues, vendors needed and décor.
  • Provide administrative support to Special Events Manager and Director.
  • Preparation of weekly correspondence to participating partners for major sales missions and tradeshows.
  • Preparation of periodic communication to internal teams providing status updates on event registration
  • Build registration pages in Simpleview and manage/run all reports necessary to communicate updates on event registration progress, dietary needs, etc.
  • Coordinate appointments and itineraries for site inspections and other schedules.
  • Build resumes for each event.
  • Gift assembly and delivery.
  • Gathering and shipping (as needed) event supplies.
  • Provide phone coverage for the receptionist as needed.
  • Perform other related duties and assignments as required.

Education, prior work experience and specialized skills and knowledge:

  • Bachelor’s degree preferred.
  • 2-3 years of relevant administrative experience required, with a focus on events, project management or hospitality preferred.
  • Must possess strong technological skills including all Microsoft Office products and ability to learn new program systems quickly including SimpleView, Distribion, and Project Management tools (i.e. Basecamp, Trello, Slack, etc.).
  • Ability to foster relationships, multi-task, adapt without direction, handle unexpected events, solve problems and proactively manage tasks and projects.
  • Demonstrated tact and judgment in dealing with many different types of stakeholders.
  • Strong service approach with both internal and external customers.
  • Exceptional communication and organizational skills.
  • Demonstrated flexibility and productivity especially under deadlines and stress.
  • Consistently positive attitude and professional demeanor.
  • Ability to independently organize, prioritize and oversee incoming information and requests.
  • Strong interpersonal skills to handle sensitive situations and confidential information.

Physical Demands

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work involves working alone on the computer, collaborating as part of a team or working closely with others by computer or over the phone.
  • Most work tasks are performed indoors.
  • Must be able to deliver packages on foot around the downtown core.
  • Must be able to move and lift 30 pounds (case of wine as an example).
  • Must be able to sit and/or stand at a desk for up to 8 hours per day.
  • Requires stooping, kneeling, crouching, bending, reaching, standing for long periods of time, walking, pushing, pulling, grasping, feeling, writing and repetitive motions; talking, listening and hearing ability and visual acuity.
  • Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch phone, filing cabinets, photocopiers and other office equipment as needed.
  • Must be able to occasionally attend outside work functions hosted by partners and be able to represent Visit Seattle in a professional manner, especially at events where alcohol is served.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing most of the duties of this job, the employee will not be exposed to weather conditions. The noise level in the work environment is usually moderate.


Chief Seattle bust in Pioneer Square Photo: David Newman

Visit Seattle is an equal opportunity employer. It is Visit Seattle’s policy that employees and prospective employees be treated with respect and without discrimination because of their age, marital status, race, color, national origin, religion, creed, sex, sexual orientation, veteran status, the presence of any sensory, mental or physical disability, the use of a trained guide dog or service animal by a disabled person, or any other legally-protected status. It is our policy to conform to all applicable laws and regulations affecting all protected classes. It is Visit Seattle’s policy to comply with the Americans with Disabilities Act and other laws prohibiting discrimination against applicants or employees with disabilities. Visit Seattle will provide reasonable accommodations to qualified applicants and employees with known physical or mental disabilities in all the terms and conditions of employment, including the recruitment and hiring process.




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