Job Title: Event and Program Coordinator
Reports To: CEO
Job Location: Chamber Office, LaPlace, LA
FLSA Status: Non-Exempt
Supervises: None

About the River Region Chamber

The River Region Chamber of Commerce represents the business interests of St. Charles, St. John the Baptist, and St. James Parishes in Louisiana. Committed to economic development and business growth, the Chamber advocates for businesses by providing resources, networking opportunities, and influencing policy to create a favorable business environment.

As a bridge between businesses, government, and the community, the Chamber fosters collaboration to attract investment and support workforce and educational development. By engaging with key stakeholders, the Chamber ensures the region remains competitive and equipped to meet evolving workforce needs.

The Chamber's mission is to champion policies and initiatives that drive business success, strengthen economic development, and enhance education and workforce development for long-term regional resilience.

Summary of the Position

The Event and Program Coordinator is responsible for planning, organizing, and executing Chamber events and membership initiatives. This role includes organizing annual and monthly Chamber events, enhancing member engagement, and supporting membership growth and retention. The Event and Program Coordinator works closely with staff, volunteers, sponsors, and external partners to ensure the successful delivery of high-quality events and effective membership services.

Duties and Responsibilities

• Responsible for planning, organizing, and executing major Chamber events, including signature events like the Annual Banquet, Crawfish Boil, Golf Classic, and more.
• Manage event logistics, including vendor selection, venue selection, event setup, transportation, accommodations, on-site management, budget management, sponsorship coordination, and event registration. 
• Lead and manage event planning teams, including staff and volunteers, to ensure smooth coordination and execution of events.
• Develop marketing strategies to promote events, increase attendance, and enhance the association's visibility and brand awareness.
• Identifying potential risks and implementing strategies to mitigate them, ensuring the safety and security of event attendees, staff, and assets.
• Cultivating relationships with industry stakeholders, sponsors, partners, and exhibitors to enhance event opportunities and support the association's overall mission and objectives.
• Track and report all invoicing for event attendance and sponsorships.
• Responsible for the collection of all outstanding accounts receivable after events.
• Handle post-event duties, including sponsor thank-you notes, distributing surveys, and compiling event metrics.
• Obtain feedback from the team during recap meetings to evolve program offerings in response to changing business needs, business partners, and vendors.
• Serve as the staff liaison for the special events ad hoc and standing committees, working on auction and donation coordination.
• Work with the committee chair and members to plan events.
  • Work with the committee chair to assist in drafting meeting agendas and coordinating materials for committee meetings.
  • Act in an advisory role to Chamber committees.
  • Attend and participate in committee meetings.
  • Communicate key points and highlights to the rest of the Chamber team
  • Once approved by the committee chair, send minutes to the CEO for inclusion in the board meeting packet.
  • Plan and attend committee events.

Leadership Programs

• Work with the leadership class facilitator on the logistics of the Leadership classes.
• Manage all logistics for the Leadership River Region Program, including budget oversight, session coordination, and participant communication.
• Plan key program events, including retreats, social gatherings, and the graduation ceremony.

Other Duties

• Sell website ads, as directed by the CEO.
• Attend all staff meetings.
• Assists and coordinates with fundraising efforts, sponsorships, and member investors as needed.
• Represent the organization, both internally and externally, by supporting the strategic direction, strategic priorities, objectives, and values of the Chamber.
• Identify opportunities and recommend methods to improve service, work processes, and financial performance.
• Assist co-workers in the completion of tasks and assignments to ensure continuity of service. Actively support teamwork throughout the organization.
• Stays informed about community activities and events
• Attend Chamber networking events, as needed
• Assist with and help manage Chamber functions on and off-site
• Perform all other duties as assigned by the CEO.

Knowledge, Skills, and Abilities

• Education: Bachelor's degree in communications, marketing, or a related field preferred.
• Experience: 3-5 years of experience in event planning, membership services, or related roles may substitute for education. Experience with budget management and sponsorship coordination preferred.
• Skills: Strong relationship-building skills, able to interact with all constituent levels, including donors, board, community leaders, and staff. Proficiency in Microsoft Office, problem-solving, research, analytical skills, and the ability to manage multiple tasks. Experience with association management software is a plus. Able to initiate, analyze, monitor, evaluate, and advance strategic plans. Personal belief in the mission, goals, and objectives of the River Region Chamber of Commerce.
• Other Requirements: Flexibility in working hours to accommodate events, including evenings and weekends, if needed. Ability to travel to and represent the Chamber at community events.

Benefits

• 401(k)
• Health insurance
• Paid time off

Note: This job description summarizes the primary duties and responsibilities of the position. It is not intended to list all duties and responsibilities comprehensively. The organization reserves the right to change this description at its discretion.

Americans with Disabilities Act Specifications

Physical Demands: The physical demands described here represent those that an employee must meet to perform the job's essential functions successfully, with or without reasonable accommodations. While performing the duties of this job, the employee is regularly required to talk, hear, and listen. Specific vision abilities required by the job include close vision and the ability to focus. Tasks may involve sitting, operating a computer, and performing duties for extended periods. 

Work Environment: The work environment characteristics described here are representative of those that an employee must meet to perform the essential functions of this job successfully, with or without reasonable accommodations. Generally, the work environment is considered to be that of a typical business/office operation. This position attends meetings and events where noise levels may be moderate to loud.

How to Apply

Interested individuals can submit a resume and cover letter via email with the subject line "Event and Program Coordinator Application." Any questions should be directed to this email address. Please do not contact the office by phone or in person.