Career Center

The Latin American Studies Association (LASA) is seeking an event coordinator who will work with the Assistant Director to coordinate events and programs produced by the Latin American Cultural Center (LACC) as well as coordinate facilities rental events and volunteers.

OVERVIEW LASA / LACC

The Latin American Studies Association (LASA) is a non-profit organization of nearly 14,000 scholars and students from around the world based in Pittsburgh, PA, since 1986. Significant expansion of membership and programs led LASA to seek a new headquarters facility, and they found the perfect building in the historic district of Oakland—the educational center of Pittsburgh. Ample space in the new facility offered LASA room to expand and the opportunity to develop an exciting new outreach initiative for the public—the Latin American Cultural Center (LACC).

LACC features a small but highly informative museum display and live programming in an intimate performance venue that highlights the diverse cultures, music, film, and current issues of Latin America and the Caribbean. Exhibits and related programming will be open to school groups who wish to explore this incredible region of our world. A large exhibit gallery is reserved for featuring changing presentations of special topics related to this vast geographical area.

The LACC facility has been beautifully renovated and offers many opportunities for clients looking for a space for special events, private receptions, entertainment and conferences, and a venue for school programs.

PURPOSE OF THE JOB:

The Assistant Event Coordinator will support sales, planning, and execution of facility rental and internal event activities for the LACC. Under the supervision of the Assistant Director, the Coordinator will act as a liaison and a primary point of contact for internal and external events. The Coordinator will develop and maintain client and vendor relationships to ensure excellent customer service and proper planning and execution of special events.

ESSENTIAL JOB FUNCTIONS:

• Provide support and event coordination for the facility rental sales, including but not limited to: written and verbal communication with clients and coordination with internal and external contracted vendors, including catering, production, entertainment, security, parking, and patron services.
• Ensure each event rental inquiry and all contracted clients are provided timely responses and manage an appropriate event planning timeline.
• Provide turnkey service and planning guidance to event rental clients while identifying the needs of each event and ensuring customer satisfaction.
• Attend departmental and event-specific planning meetings.
• Manage and oversee events on the day, including event set-up, communication with staff, organizing vendors, and managing load-out.
• Proactively anticipate and troubleshoot any emerging issues during the planning process and on the event day.
• Actively create sales opportunities for new events.
• Contribute to department growth and goals to improve services and quality of the facility rental events.
• Assist in the coordination of Facility Sales and Events Intern duties.
• Ensure compliance with all health and safety obligations for events.
• Assist with research and coordinate contracts with vendors, presenters, and entertainers.
• Source and coordinate local vendors for catering, entertainment, and décor.
• Solicit bids from vendors.
• Assist with the development and management of event budgets.
• Manage recordkeeping of all event details.
• Foster relationships with other institutions and community members to develop collaborative events.
• Assist with designing, producing, and placing print and digital marketing materials related to events and internal public signage.
• Maintain event calendar
• Assist with documentation of photos and videos during the event
• Coordinate audio and visual equipment needs for an event with the IT department
• Assist with coordination of hotels, transport, and parking as needed.
• Coordinate media, invitation design, mailings, and email
• Coordinate and Correspond to invitations for RSVP and registration of events
• Other duties as assigned.

ESSENTIAL SKILLS AND ABILITIES:

• Proven experience and knowledge working in the special events event industry and live event-related services that may include weddings, meetings, parties, corporate events, music, performance, film, lectures, and art openings.
• Excellent written, verbal, and interpersonal communication skills in a professional environment.
• Sales skills and ability to build productive business relationships.
• Ability to present ideas and plans to clients and vendors with adaptability and positive results.
• Excellent organizational and time management skills.
• Excellent problem-solving and critical thinking skills.
• Ability to manage multiple projects independently.
• Enthusiasm and imagination.
• Great attention to detail.
• Ability to lift 50 lbs, bend, stretch, stand for extended periods, climb stairs, reach, twist, sit, walk, and run.

EXPECTATIONS

• Work effectively with multiple clients and events/projects simultaneously.
• Establish solid relationships with external vendors, internal departments, and food and beverage contracted staff.
• Able to work varied days and hours, evenings, weekends, and holidays.
• Able to work independently and collaboratively.
• Maintain confidentiality with all financial and other proprietary information.

PREFERRED QUALIFICATIONS

• Experience in special event operations and planning and coordination.
• Experience communicating with clients and prospective clients via phone, e-mail, and face-to-face.
• Experience with museum or art gallery events
• Experience with hospitality
• Knowledge and experience with MS Office Suite (Word, Excel, PowerPoint), Adobe Suites, graphics design, and social media
• Minimum of a Bachelor’s Degree
• Spanish or Portuguese

WORK SCHEDULE

Part-Time position. Flexible schedule commensurate with the business cycles of the Cultural Center event schedule. This position has the opportunity to expand as events and programs develop in the future. Position to be filled immediately.

Please email – Cover letter, resume, and two references to Milagros Pereyra – at milagros@pitt.edu

Application Deadline August 15, 2022.