Job Description

Job Description

NASHVILLE DOWNTOWN PARTNERSHIP

TO MAKE DOWNTOWN NASHVILLE THE COMPELLING URBAN CENTER IN THE SOUTHEAST IN WHICH TO LIVE, WORK, PLAY AND INVEST.

ORGANIZATION: The Nashville Downtown Partnership is a dynamic nonprofit 501(c)6 organization working with business and community leaders (from both private and public sectors), and property owners to provide energy, vision, and advocacy for downtown Nashville. The Partnership’s core purpose is to make downtown Nashville the compelling urban center in the southeast in which to live, work, play and invest. Strategic initiatives include clean and safe services, advocacy, access and transportation, business, residential and retail development, and image and communications. Working collaboratively with its partners, the Partnership is a visible and innovative leader in Nashville’s urban development. For more detailed information, please visit

POSITION: Events & Resource Coordinator

REPORT: This position reports to the VP of Strategic Development & Communications

JOB DESCRIPTION: The Nashville Downtown Partnership’s Events & Resource Coordinator is a member of the Strategic Development & Communications department, playing a key role in enhancing the downtown experience for residents, workers, business and property owners, and visitors. This team member holds primary responsibility for all stakeholder engagement events, including the Annual Meeting & Awards Luncheon, Annual Open House, Annual Downtown Home Tour, Annual Member Appreciation event, Annual Downtown Holiday Market, and various events for downtown residents and workers. The Events & Resource Coordinator also supports the VP of Strategic Development & Communications with administrative and organizaitonal elements of resource development. Resource development includes the corporate membership program, event sponsorship, and advertising sales. This is a highly collaborative position, working with every department.

Primary Tasks and Responsibilities include, but are not limited to:

Event Planning and Production:

• Serve as the single point of contact for the planning of all Nashville Downtown Partnership events, including the Annual Meeting & Awards Luncheon, working with relevant departments to deliver the event objectives from conception to event evaluation
• Assist the Parks & Placemaking team with event planning and on-site support for larger multi-day festivals (such as the Downtown Holiday Market)
• Plan and coordinate all event communication strategies in collaboration with the Communications department, to include invitations, in-kind donation requests, vendor and venue requests, RSVP management, ticket sales websites/forms, etc.
• Track event partnerships and make recommendations for leveraging events to optimize community benefit and the Partnership’s Core Purpose
• Effectively communicate event needs and expectations with staff, volunteers, vendors and partners, delegating appropriate planning and execution responsibilities as needed
• Collaborate with communications team for any remarks/speeches needed at events
• Harness an entrepreneurial approach to improve event implementation, event ROI, and information management
• Lead on-site production and clean up for events as necessary
• Prepare nametags, materials, registration lists, seating cards, etc. as needed
• Close out all events as required

Event Administration:

• Maintain event budget awareness and trouble-sheet budget shortfalls with VP of Strategic Development
• Drive the event planning and execution process by creating and utilizing timelines, planning templates, underwriting lists and projections, and meeting agendas
• Maintain a solution-oriented mindset and recommend strategies to improve event quality and goal attainment
• Track event finances including check requests, invoicing, and reporting
• Coordinate scheduling of events on the company calendar
• Prepare and modify event contracts as requested
• Manage event data imports and exports for adequate tracking and historical analysis
• Collaborate with staff from all applicable departments, to create and implement event timeline, guest list and speaking points
• All other duties deemed necessary by management

Resource Development Support:

· Administratively support the corporate membership program to include member invoicing, maintaining membership rosters and member benefit fulfillment

· Support the Resource Development Committee with assignment updates and list management

· Maintain information related to event sponsors, including procuring distribution lists for communications and ensuring benefit fulfillment

· Support solicitation initiatives such as the annual renewal mailing, prospect identification and solicitation, and member conversions after events as needed

REQUIREMENTS & QUALIFICATIONS :

· Bachelor’s degree preferred; equivalent skills and experience may substitute if appropriate

· Minimum of 1 year of professional experience

· Excellent interpersonal skills and the ability to work effectively with staff, volunteers, partners and vendors

· Exceptional attention to detail and ability to coordinate multiple projects simultaneously

· Excellent writing and editing skills

· Effective project management skills, including setting and meeting deadlines

· Ability to make decisions and creatively solve problems

· Experience and aptitude with Microsoft Word, Excel and database management

· Demonstrated commitment to the mission of the organization

· Ability to be a thoughtful and collaborative colleague

· Ability and desire to take initiative

PHYSICAL REQUIREMENTS: This position may require the ability to lift objects of at least 10 pounds in weight. Job duties require approximately 80% sitting/typing and 20% standing/walking. Physical requirements will vary depending upon the specific duties to be accomplished.

HOURS & LOCATION: This full-time position requires regular business hours as well as occasional nights/weekends for special events.

COMPENSATION: The NDP offers a competitive salary and a comprehensive benefits package commensurate with experience. The NDP compensation includes health insurance, HSA, 401(k) plan, life insurance, and short and long-term disability. The Nashville Downtown Partnership is an equal opportunity employer.

HOW TO APPLY : Applications must include a resume and a one-page cover letter outlining any past event experience, including event budget size and scope. Complete applications can be sent to Brittany Hansen at bhansen@nashvilledowntown.com.

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