Events Coordinator

Description

Events Coordinator: Cathedral of Immaculate Conception

This position will report to the office manager and coordinate and plan events. The position is part-time, averaging 20 to 25 hours a week. 

Position Objective

The core responsibilities of the Events Coordinator at the Cathedral of Immaculate Conception include planning and managing events of varying sizes, from small business promotions to larger-scale public gatherings such as wedding receptions. This person ensures that details fall into place, making sure everything runs smoothly during the entire process. In addition, they establish and maintain relationships with clients and vendors, create invoices and collect payments and use forward-thinking to address potential problems at the venue should they arise.

Essential Duties

• Manage venue bookings and maintain an accurate master event calendar
• Meet with prospective clients, conduct venue tours, and secure signed contracts
• Ensure all required event documentation is completed, including insurance coverage through K&K Insurance
• Process and submit rental payments to the appropriate office
• Coordinate staffing needs, including scheduling security personnel and additional staff or volunteers
• Develop detailed event timelines to ensure smooth planning and execution
• Communicate with vendors and service providers to coordinate event requirements
• Oversee all on-site event operations, including setup, execution, and breakdown
• Serve as the main point of contact during events to troubleshoot issues and provide support
• Monitor event expenses and assist with budget tracking
• Conduct post-event inspections and document any damages or necessary follow-up
• Arrange cleaning services and ensure the venue is reset for future use
• Assist with preparation for health and safety inspections and ensure compliance
• Ensure compliance with Missouri State Liquor Control regulations
• Maintain and update the Eventective account, including responding to inquiries and managing listings
• Manage and update Bishop Hogan Center social media accounts with relevant content and events
• Work closely with the Diocese of Kansas City–St. Joseph to support and assist with events hosted at the Cathedral and Bishop Hogan Center

Core Behavioral Competencies

• Demonstrate attention to detail and accuracy.
• Communicate (verbal and written) in a clear and professional manner.
• Maintain confidential records and information.
• Handle and organize competing priorities.
• Build collaborative relationships.  

Basic Qualifications

• Intermediate to advanced skills in Microsoft Office.
• Three or more years’ experience in event planning. 
• Practicing Catholic with ethical standards, personal integrity, and conduct consistent with the morals and teachings of the Catholic Church.

Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person training prior to hire.