Special Event Coordinator at Pablo Center

Eau Claire, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Jun, 26

Salary

0.0

Posted On

11 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Coordination, Client Relationship Management, Event Execution, Sales Acumen, Logistical Planning, Customer Service, Revenue Generation, Attention To Detail, Communication, Problem Solving, Event Layouts, Catering Management, Staffing Coordination, Proactive, Creative Thinking, CRM Systems

Industry

Performing Arts

Description

Description POSITION OVERVIEW: Pablo Center at the Confluence is seeking a dynamic and highly organized Special Event Coordinator to support the coordination and continued growth of our Special Events department. This role is ideal for someone with exceptional attention to detail, a passion for creating memorable event experiences, and strong customer service and client relationship skills within a large-scale venue environment. The Special Event Coordinator will work closely with the Director of Sales & Partnerships to manage the planning and execution of special events hosted at Pablo Center. Once events are confirmed and booked, this role will take the lead on coordinating all logistical details—from initial client handoff through day-of execution and post-event follow-up. In this position, you will serve as a primary point of contact for clients throughout the planning process and, when needed, act as the on-site Event Supervisor to ensure events run smoothly. Responsibilities include coordinating event layouts, catering and beverage services, event timelines, and staffing needs while maintaining clear and timely communication with clients and internal teams. The Special Event Coordinator will also collaborate with the Director of Sales & Partnerships to help generate new business opportunities, strengthen client relationships, and support departmental revenue goals. This role calls for a creative, proactive professional who thrives in a fast-paced, mission-driven environment and is motivated by delivering exceptional client experiences while contributing to the continued growth of the department. KEY RESPONSIBILITIES: Sales, Growth & Strategy • Support the Director of Sales & Partnerships in identifying opportunities to grow the Special Events department and increase bookings. • Develop and implement strategies to increase event revenue, maximize space utilization, and improve client retention. • Collaborate with Director of Sales & Partnerships to generate leads, promote offerings, and enhance brand awareness across sectors. • Assist with client outreach, lead follow-up, and relationship building to help achieve departmental revenue goals. Client Management & Event Execution • Serve as the primary planning contact for clients after events are booked, guiding them through the event coordination process from handoff through post-event follow-up. • Cultivate and maintain relationships with clients, vendors, sponsors, and community partners to ensure repeat business and referrals. • Act as the on-site point of contact for events when needed, ensuring seamless execution and providing high-level customer service to clients and guests. • Coordinate all logistical aspects of events including room layouts, timelines, catering, beverage service, audiovisual needs, and staffing requirements. • Conduct client walkthroughs and planning meetings to confirm event details and expectations. • Provide post-event follow-up with clients, including feedback collection and ensuring a positive overall experience. Innovation & Program Development • Create fresh, trend-informed event concepts that reflect Pablo Center’s mission and elevate its reputation as a premier event destination. • Implement planning tools, best practices, and systems to ensure scalable, high-quality event delivery. Communication, Coordination & Documentation • Collaborate with internal teams including production, facilities, catering, and front-of-house staff to ensure event details are properly communicated and executed. • Ensure timely communication regarding event briefings, staffing needs, rental contracts, invoices, and post-event analysis. • Develop and maintain detailed event orders, floor plans, and timelines to ensure clear communication with internal departments and vendors. • Maintain accurate event documentation, client communications, and internal records. WHY JOIN US? This is your opportunity to join a passionate, forward-thinking team at one of the Midwest’s most vibrant cultural institutions. If you’re ready to take our special events program to the next level and be part of something meaningful—we want to hear from you. Requirements QUALIFICATIONS: Education & Experience • Bachelor’s degree in hospitality, event management, or related field—or equivalent experience. • Minimum 2 years of event sales and coordination experience (venue-based preferred). • Proven success in growing event revenue and client bases. • Familiarity with CRM systems (TripleSeat), budgeting, and event reporting tools. Skills & Attributes • Strong sales acumen with a customer-focused mindset. • Highly organized, detail-oriented, and able to manage multiple projects simultaneously. • Creative thinker with the ability to adapt quickly and problem-solve under pressure. • Exceptional written and verbal communication skills. • Comfortable with irregular hours, including evenings and weekends as event schedules require. PHYSICAL DEMANDS: This role involves a balance of desk work and active event management. The position requires frequent walking throughout the building for client tours and event oversight, as well as occasional lifting of items up to 25 pounds. Must be able to communicate effectively in person, over email, and by phone.

Responsibilities

The Special Event Coordinator will manage the planning and execution of special events, serving as the primary client contact from booking through post-event follow-up, while also coordinating all logistical details like layouts, catering, and staffing.