Charitable Advisors LLC
  • 27-Jan-2020 to 27-Feb-2020
  • - Indiana Landmarks
  • Indianapolis, IN, USA
  • Starting around $32,000
  • Full Time
  • generous insurance and PTO benefits

Indiana Landmarks, a historic preservation organization, is looking for a Special Events Coordinator to assist with events at Indiana Landmarks Center, a restored, Romanesque Revival-style church that serves as our headquarters and a rental event venue. Venues on the campus host banquets, weddings and receptions, performances, fundraisers, seminars, meetings, lectures, films, and other special events.

Summary of Responsibilities:
Works with the Special Events Department to plan, facilitate and promote events and venue rentals at Indiana Landmarks Center, with an emphasis on weddings, but also including concerts, holiday parties, corporate events and internal meetings. Will be the onsite representative overseeing client rentals during assigned events. Will assist in promoting wedding and event rentals through managing social media accounts, conducting site tours with prospective clients, and following up with wedding and other event leads.

Duties and Responsibilities:
• Work closely with the Special Events Manager to:
  o Respond to facility rental inquiries and client leads in a timely manner
  o Conduct site visits for potential clients
  o Create and send rental contracts, schedule and maintain events on the rental calendar, create and manage client files
  o Routinely follow up with clients to ensure that contracts, payments, and other required documents are processed according to established deadlines
  o Communicate with clients throughout the event planning process and coordinate event details with caterers and other relevant vendors
  o Oversee day-of event coordination: managing client needs, caterers, and other vendors
  o Facilitate post-event correspondence for clients and vendors
  o Work with the accounting department to process rental payments and refunds in a timely manner
• Establish and maintain cooperative relationships with clients and event vendors
• Meet regularly with the Director of Special Events to discuss issues related to events, clients, and vendors
• Assist with Indiana Landmarks sponsored events such as our annual fundraising party, art shows, concerts, and lectures.
• Create social media content for Facebook and Instagram, managing posts and responding to followers.
• Other duties as assigned

Knowledge, Abilities and Skills:
• Experience in event planning and execution or in a related field
• Strong ability to manage several different projects simultaneously and prioritize tasks
• Knowledge of social media platforms and ability to manage and create content
• Detail-oriented and customer focused
• Able to remain calm and professional under pressure
• Able to work with minimal supervision, comfortable being the sole staff person on site for some events
• Willingness to work nights and weekends as required by the event schedule
• Proficiency in Microsoft Word, Outlook, PowerPoint and Excel
• Ability to move tables, chairs, boxes, etc.
• Ability to stand for long periods of time
• Ability to anticipate client needs and willingness to work through the logistics of planning an event.
• Bachelor's Degree is preferred

You would be a great fit for this role if:
• You like each day to be different and enjoy re-prioritizing and working through unexpected challenges
• You are able to work both collaboratively as well as independently
• You enjoy juggling a lot of tasks, details, and information at the same time
• You like working with a diverse group of individuals and creating relationships with clients

We are most interested in finding the best candidate for the job, one who is a great fit with our events team. That candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you do not believe you meet every one of our qualifications described.

Our Organization:
Saving Places that Matter to Indiana
Indiana Landmarks is a 501(c)(3) nonprofit organization, supported by members and led by a volunteer board, with a main office in Indianapolis and nine regional offices, staffed by professionals,  who help people save and revitalize historic places. Our primary programs include:
• Field services: Our regional office staff can offer resources, advice, and support.
• Historic sites
• Education: from tours, lectures, and a major annual conference to summer camps for kids
• Endangered property rescues and rehabs
• Protective easements on significant buildings
• Special projects and signature restorations
• Indiana Preservation magazine and a range of digital communications
• Formal alliances with local preservation groups and commissions
• Grants and loans

Founded in 1960, Indiana Landmarks is proud of our status as the largest statewide preservation organization in the U.S. because it means that people here value historic places and that we are darn good at what we do.

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