Events Coordinator
Events Coordinator
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Job Description
THE OPPORTUNITY
Reporting to the So Paulo Director of Marketing Content and Events the Events Coordinator is responsible for ensuring that Avenues So Paulo events are thoughtfully designed meticulously planned and flawlessly executed to exceed attendees expectations. This role directly supports marketing and enrollment growth objectives focusing on both retention of current families and attracting prospective families. Collaborating across the campus the Events Coordinator works closely with the admissions team division operations technology food services facilities security and parents to deliver exceptional experiences that elevate Avenues reputation and brand. Whether managing a campus event virtual or ondemand activity an external rental or a representation of Avenues the Events Coordinator ensures every detail reflects the schools high standards. Additionally this role oversees the whole school events calendar and coordinates space utilization planning to optimize event success.
RESPONSIBILITIES
Develops and manages the annual Avenues So Paulo events calendar prioritizing events that drive marketing enrollment growth and family engagement ensuring alignment with organizational priorities and avoiding scheduling conflicts.
Plans and executes major Avenues So Paulo campus virtual and ondemand eventsincluding but not limited to admissions events the annual Festa Junina and othersfocusing on engaging prospective and current families.
Effectively plans and manages budgets for each event ensuring resources are used efficiently while integrating longterm financial planning into strategic initiatives delivering exceptional outcomes.
Manages event rehearsals planning communication production and postproduction in collaboration with internal and external teams to streamline team collaboration and improve results.
Partners with the content manager and graphic designer to map and design event content creative assets and collateral materials that align with marketing goals and target audiences including leading swag production (e.g. bags and bottles) as needed.
Develops KPIs and a system to assess and continuously improve event experiences. Ensures that the event lead is 100 satisfied with their event outcome and feels confident with the support leading up to the event.
Develops toolkits and scalable processes for planning curating and executing events including external rentals including implementation of project management tools (e.g. Asana) for organizationwide event planning and process tracking.
Serves as an Avenues brand steward in event planning and management ensuring each event aligns with Avenues standards and contributes to the schools marketing and enrollment objectives. Each event should have clear outcomes and will be designed in line with Avenues standards.
Maximizes space utilization through the management of and coordination of our space planning and reservation management system.
Works collaboratively with teachers administrators and other staff to ensure clear and effective communication about events before during and after they occur. Provides guidance on the best communication planning prepares messaging when needed and ensures alignment with the schools objectives and brand standards.
Leads strategic briefing sessions to align stakeholders on event objectives outcomes and overall organizational impact.
Conducts structured postevent afteractions to capture insights and drive continuous improvements across all events.
Strategically develops vendor relationships and negotiates contracts to foster longterm partnerships and optimize budgets through standardized agreements and regular contract reviews.
Qualifications :
QUALIFICATIONS
Fluent in both English and Brazilian Portuguese languages.
Bachelors degree preferably in a Creative or Marketing eventrelated field.
68 years of experience in event planning marketing or related field.
Highly organized systemsoriented and resourceful. Demonstrates strong planning skills and the ability to manage competing priorities effectively even in ambiguous situations. Creative problemsolver who overcomes obstacles to achieve goals.
Skilled in planning designing and managing creative assets for events while ensuring budget compliance. Able to forecast annual needs adjust plans as realities shift and establish accurate event budgets based on expertise in cost estimation.
Exceptionally strong listener with humility empathy and the ability to build relationships across all levels of the organization. Highly skilled communicator who leads through influence and deeply understands the needs and behavior drivers of families students and employees.
Maintains Avenues brand promise and relationships to create and sustain brand equity. Ensures all eventrelated activities align with the schools standards and values.
Proficient in contract creation and negotiation. For special events excels in procuring vendors and suppliers and negotiating favorable terms to fit within budget constraints.
Availability for 100 inperson role based at Avenues So Paulo.
Additional Information :
Avenues is deeply committed to diversity equity and inclusion throughout our organization. We strive to uphold a culture in which every colleague feels that they belong are trusted and are valued. We welcome applications from candidates of all backgrounds and strongly encourage candidates from traditionally underrepresented communities or groups to apply. Avenues offers competitive compensation and a generous benefits package.
Avenues upholds the highest standards for safeguarding the physical and emotional wellbeing of children. As an essential aspect of this commitment all offers are contingent upon successful completion of careful reference and background checks.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
