Events Coordinator

OVERVIEW:

The Dominican Sisters of Hope (DSH) have as their mission, and are committed to “Preach the Gospel Message of Hope.” They are committed to extending their legacy by sustaining their mission and charism into the future. They have adopted three core values to further express their mission: fostering the charism, care of Earth, and committing to action for justice.

GENERAL SUMMARY

The Events Coordinator serves as liaison to all outside organizations seeking to rent Mariandale rooms for retreats, meetings, and conferences.Working closely with the Hospitality Administrative Assistant, the Coordinator ensures that all logistical arrangements (booking agreements, invoices, rosters, insurance information, etc.) for rentals are arranged in a timely manner. Collaborating with the Executive Director, this Coordinator also assists with the logistics and planning for new programming, engaging indigenous communities, young adults and others, as needed. As a representative of Mariandale to external organizations, the Events Coordinator communicates the highest professional standards and the spirit of hospitality and welcome that is integral to the Dominican Sisters of Hope.

PRINCIPAL DUTIES & RESPONSIBILITIES

1. 1. Completes and collects all event documentation (booking agreements, maintenance and IT set up forms, insurance forms, etc.) inputting all data in an accurate manner in designated software (Salesforce). Ensures that all events are paid for by the time they start. Provides statistical reports on events as requested.
   2. Organize a client-centered, hospitable on-boarding process and orientation for each group using the facility. Ensures that each group completes surveys that assess their time and interactions with Mariandale.
   3. Takes principal responsibility for the Mariandale Team up calendar, scheduling reservations, internal meetings, congregational meetings, and pool/picnic use.
   4. Work with Executive Director and Marketing Strategist to engage new clientele especially with the goal of utilizing the Center more on weekdays.
   5. Cultivates and develops relationships with local municipal and nonprofit groups, schools, ministry groups, so as to communicate Mariandale’s accommodations and mission.
   6. Assists Executive Director with the operations of ad hoc projects involving new outreach with indigenous communities as well as programming for young adults.
   7. Participate in staff meetings and assist with special events and fundraisers.
   8. Additional duties may arise depending on the needs of the Center.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

1. 1. Bachelor’s degree required, with 3 or more years of experience in administrative assistant/managerial support responsibilities required.
   2. Experience in retreat/conference center operations or familiarity with faith-based organizations preferred, as well as some background in community relations.
   3. Detail-oriented and highly organized.
   4. Ability to work with people of a variety of backgrounds and personalities.
   5. Professional demeanor.
   6. Solid skills in database systems, Salesforce software; Word and Excel important.
   7. Fluency in Spanish, a plus.

WORKING CONDITIONS

• Full-time position in busy office setting
• Workdays: Tuesday thru Saturday
• This position is not eligible for remote work, as per DSH Employee Handbook Policy #1:10
• Appropriate vaccine(s), as required by the CDC, and/or State of New York.

ACCOUNTABILITY

The Events Coordinator reports directly to the Executive Director, The Center at Mariandale.