BREATHE
THE BLUE

The Opportunity

We’re hiring an Event Coordinator to plan, manage, and organize our online and in-person events. We consistently sell out our workshops and retreats and need an expert to oversee their coordination and efficient implementation. By ensuring that our events are well organized and run smoothly, you will help our clients have a transformative learning experience. Your work will therefore play a crucial role in creating satisfied clients, rave reviews, and ongoing revenue.

Who We’re Looking For

This role is ideal for someone with extensive project management and event coordination experience. You’re a whiz at managing multiple events simultaneously because you can keep the big picture in mind while tracking the details and making contingency plans.

Deep down inside, you feel like the right organizational system can fix most of the world’s problems. So you’re constantly looking for ways to streamline and automate processes in your professional and personal life. Not just because you like to get more done, but because you get a secret thrill from efficient, well-run events.

You understand that exceptional event planning is, at heart, about customer service. So you’re not just great at juggling multiple projects, you’re also a skillful problem solver. You easily manage hiccups while helping our clients feel taken care of. And while you can work in any environment, you prefer and seek out spaces that exhibit, are supportive of, and actively create diversity.

What You Would Be Responsible For

• Maintaining event calendars with accurate information
• Managing contracts with clients
• Creating travel arrangements
• Updating marketing and travel information with current event information
• Updating with current event information and scheduling delivery of presentation and program materials
• Confirming all arrangements with venues
• Sending referral thank-you gifts
• Organizing and storing all client testimonials
• Sharing accurate retreat information and materials with clients on time
• Confirming all arrangements with clients before events
• Addressing client questions and problems promptly and effectively

Maintaining a network of qualified clients.

• Assessing venue/vendor fit for events
• Onboarding new clients 

• Responding to service inquiries from potential clients
• Sending follow-up emails after discovery calls
• Tracking the status of potential client contracts

Evaluating and updating event processes 

• Incorporating all improvements into future event planning processes
• Communicating process updates to the team
• Updating process documents to reflect improvements

This Job Is for You If:

• You use proven systems to consistently keep track of your work and rarely need to be reminded of anything
• You’ve never needed someone to look over your shoulder to make you do your work–you’re motivated by the satisfaction of a job well done
• People consistently comment on how detail-oriented you are
• When you encounter a problem, you communicate immediately and have at least one solution in mind
• You have a personal understanding of faculty life or the culture of academia based on experience or exposure to higher education administration;
• You’re seeking a long-term relationship with a business that has established events and can optimize both our processes and outcomes
• You remain patient, calm, and kind under pressure

This Job Is Not for You If:

• You find it hard to stay organized when working on multiple projects
• You have a hard time communicating honestly about your timelines, challenges, and questions
• You’re looking for a second job while growing your own coaching business, working as a faculty member, or finishing your dissertation
• You’ve never had a sustained, meaningful interaction with a person of color

Must-Haves

• At least 2 years of experience in project management and coordination of in-person and online events
• Previous experience with intense customer service roles
• Comfort, knowledge, and experience working supportively with people who are women, not white, immigrants, first-generation college students, neurodivergent, LGBTQ+, gender nonconforming, and/or have a disability
• Exceptional written and verbal communication skills
• Experience with customer relationship, learning, and travel management software
• Proficiency in Google doc, Office Suite, and Zoom
• Ability to complete critical work during regular working hours in EST TIME
• Legal ability to work in the U.S.

Preference for Candidates Who

• Live in USA/EST
• Can work Monday – Friday during business (EST time) or Athens, Greece time.

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday

Application Question(s):

• Tell us about your event coordination experience. Please be sure to describe your achievements as well as your activities.
• What do you love most about event coordination?
• What makes you ideal for this role?
• Are comfortable working on commission-based?
• If you have a website and social handles, please list them here.
• Cover letters are optional, but appreciated. Please add your pronouns to all uploaded documents.

Experience:

• Project management: 2 years (Required)
• Event coordination: 2 years (Required)
• Customer service: 1 year (Required)
• Microsoft Office: 1 year (Required)
• Zoom: 1 year (Required)

Work Location: Remote