Events Coordinator

Pendle Hill

Job Title: Events Coordinator
Reports To: Director of Operations

 

PENDLE HILL is a Quaker study, retreat, and conference center located on 24 beautiful acres in unceded Lenni-Lenape territory. They are a mission-driven organization that seeks to create peace with justice in the world by transforming lives through learning opportunities, retreat, and community created on our campus and in virtual settings. They work to be inclusive, respectful, and supportive of all people, striving for peace and justice.

This is a highly collaborative staff community featuring responsive leadership and many community-building opportunities, like biannual staff retreats for fun, growth, and connection, monthly fun activities as part of staff meeting, and the opportunity to serve on various committees. They also have monthly community work mornings, which provide variety with the opportunity to lend a hand on another team’s project or lead one for staff in your own work area. Learn more about Pendle Hill at https://pendlehill.org/.

POSITION SUMMARY:

Pendle Hill’s Events Coordinator has responsibility for responding to inquiries about meeting and retreat space and group overnight guest accommodations. Along with the Guest Services Coordinator and Dining Services Manager, the Events Coordinator ensures excellent event coordination including room assignment, room setup, A/V needs, meal counts, and dietary preferences for groups on campus, including those from many faith traditions as well as various academic and nonprofit organizations. The Events Coordinator oversees use of space at Pendle Hill and is a key position for cooperation across departments. The conference booking process includes all aspects of meeting coordination from initial contact through invoicing and collection. Working closely with the Director of Operations, the Events Coordinator seeks to monitor, meet, and achieve annual budget goals.

The Events Coordinator has full knowledge of the conference and retreat center facilities. Based on facilitator needs, the Events Coordinator recommends meeting spaces and room configurations that will optimize available spaces. This person has excellent sales and event planning skills, and organized attention to detail, obtaining all information needed to provide the highest quality customer service. The Events Coordinator understands our event operations and coordinates the group needs with other departments to ensure customer satisfaction and effective internal communications. This person represents Pendle Hill in a professional and thoughtful manner during all interactions (phone, email and in person). The Events Coordinator participates in cross-training within the entire operations department (dining, registration, and all guest services/ housekeeping teams).

REPORTS TO:

Director of Operations

TIME & LOCATION EXPECTATIONS:

This is a full-time, exempt position, which is eligible to work from home one day per week after the initial 90 days. “Full-time” at Pendle Hill is 37.5 hours per week, with 7.5-hour typical workdays, not including a half-hour lunch break. Occasional evening or weekend work may be required. Full-time staff at Pendle Hill spend a few work hours each week contributing to the community through mealtime, housekeeping, or maintenance work.

COMPENSATION AND BENEFITS:

Compensation includes salary of $50,000 – $55,000 depending on experience. Benefits include medical, dental and life insurance, a retirement plan with 2% employer match, generous paid vacation days (20), sick days (15), and holidays (11), and the opportunity to take Pendle Hill courses for free. Additional benefits include one meal a day from the Pendle Hill Kitchen (free to staff except for the tax), a 20% employee discount at the Pendle Hill Bookstore, free copies of all Pendle Hill pamphlets upon publication, a beautiful campus with walking trails and fellowship with people from around the world. Full time staff are eligible for competitively priced on-campus housing (depending on availability, and at Pendle Hill’s discretion. Pendle Hill housing is pet-free).

KEY PRIORITIES AND RESPONSIBILITIES:

Sales – create and maintain relationships with current and potential clients, executing informative, accurate, and beneficial sales agreements and contracts with excellent negotiation skills.
Outreach – generate new business by sourcing sales leads and outreach opportunities, including collaboratively developing plans for group recruitment.
Customer service and interdepartmental coordination – support client satisfaction by working with colleagues to seek solution as needed while groups are on-site; Coordinate space and equipment use effectively across departments, including with Education programs, optimizing occupancy and supply use.
Budgeting and financial management – prepare sales orders and invoices, monitor and manage collections, prepare monthly projections for end-of-year revenue.

A full list of responsibilities can be found in the Job Description, including additional specific responsibilities related to each of the above areas.

REQUIRED QUALIFICATIONS

Authentic customer focus: enthusiastic about customer service.
Inquisitive nature: love having conversations with clients and understanding their challenges.
Strategic sales ability: know how to build value in the sales process (previous experience preferred).
Persuasive: skill at overcoming objections.
Networking ability: developing and nurturing loyal long-term relationships.
Teamwork: working with and contributing positively to a team environment.
Trainable attitude: being interested in learning new techniques.
Results oriented: striving to make and exceed targets. Attention to detail and accuracy.
Experience in Microsoft Word, Excel, and QuickBooks, and aptitude to learn new software.
Excellent organizational and administrative skills.
Excellent oral communication skills, including skillful telephone presence.
Ability to set goals and achieve them, and to track, document, and share results with team members.

DESIRED QUALIFICATIONS:

Previous experience in conference sales and event planning

EXPECTATIONS OF ALL PENDLE HILL EMPLOYEES:

  • A highly welcoming attitude and willingness to provide hospitality for members of, and visitors to, the Pendle Hill community.
  • Openness to a wide range of spiritual beliefs and experiences, cultural backgrounds and practices, and differences (of all kinds).
  • Either a familiarity with Quakerism or a willingness to learn about it, as well as an appreciation for the role of Quakerism in the mission of Pendle Hill.
  • A commitment to abiding by all Pendle Hill policies, including maintaining a fragrance-free campus.

NONDISCRIMINATION POLICY:

Pendle Hill appoints individuals without discrimination based on color, ethnicity, race, sexual orientation, class, gender identity or expression, pregnancy, age, national origin, ancestry, ability, marital status, domestic partnership or civil union status, religious affiliation, or any other category protected by law. Pendle Hill recognizes that some of these categories are social constructs, not rooted in science. Our aim is to be inclusive and affirming.
Pendle Hill staff are required to be fully vaccinated against COVID-19, except for those who cannot receive the vaccine for medical or religious reasons.
Pendle Hill is not able to sponsor a work visa for international applicants at this time.

BACKGROUND CHECKS:

Pendle Hill will conduct a background check for all candidates prior to hire.

How to Apply

Please submit the following items to Hannah Mayer, at [email protected], with “Events Coordinator” and your last name in the email subject line:
1. a current resume,
2. a cover letter that includes how you heard about the position, why you want to be considered and your qualifications.

Review of applications will begin on Monday June 26 and continue until the position is filled, with an anticipated start date of Monday August 28, 2023.