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Bacardi

Careers at Bacardi

Angel's Envy Brand Home Events Coordinator

Job Name

Angel's Envy Brand Home Events Coordinator

Country:

United States of America

City:

Louisville, KY

Function:

Marketing - Communication - PR

Reporting Line:

Brand Home Event Manager

Job type:

Full time

Lead recruiter:

Kimberly Lowery

About the role

Your Opportunity

Join the Angel’s Envy Brand Home team with your Fearless, Founders and Family mentality. Reach your desired potential as you will excel in our fast-paced environment in an exciting growing industry. Come join our family!

About You
  • Do you thrive in a fast-pace dynamic environment?
  • Do you enjoy collaborating with others to create unforgettable consumer experiences? 
  • Do you like to keep the consumer at the heart of everything you do?

Responsibilities

With our Consumer at the heart, your key focus will be:

Events
  • Work with the Events Manager and Sales, Events & Marketing Manager to facilitate events in accordance with Angel’s Envy brand principles.
  • Coordinate of a full range of scheduled events at the Angel’s Envy Distillery from concept to completion, including both in-person and virtual, external events. In addition, coordination of select internal events such as national meetings, ticketed events, cocktail classes, VIP/Trade/Media visits, and brand activations. 
  • Manage client event budgets from initial concepts to contract completion. 
  • Communicate with clients face to face, by phone and by email to explain processes, social responsibility policies and terms of event space. Handle follow-up phone calls and emails in a timely manner (24 hours). 
  • Assists with tracking all income and expenses per event. 
  • Conduct site visits for potential clients. 
  • Communicate detailed and informed guidance on room layouts, virtual platform functionality, menus, drink options, timing, room setup, entertainment, AV, and any other details necessary to arrange internal and external events. 
  • Work with Events Manager to update checklists, procedures, and documents. 
  • Create event itineraries for distribution to internal staff, event staff and clients. 
  • Oversee construction and coordination of Virtual Event kits.
  • Work with clients to solidify quotes, timelines, run of shows, and final numbers for digital events.
  • Ensure setup of chairs, tables, stages and decorations or other equipment is in accordance with client requirements and with safety standards and regulations for in-person events. 
  • Manage cleaning schedule as it relates to events. 
  • Manage catering kitchen and vender schedule as it relates to events.
  • On-site day of event coordinating to ensure execution is on schedule, maintaining contact with the client throughout and coordinating vendors.
  • Resolve issues, problems or complaints from the client or their guests in line with policy and in a calm and positive manner. 
  • Ensure compliance with legal, insurance, health, and safety obligations. 
  • Proactive in developing event protocols with Events Manager based on safety and guest concerns before, during and after all events if necessary. 
  • Work with Tour Experience Manager and Lead Distillery Guardians to clearly communicate event timelines as they relate to tour programming.
  • Maintain and promote positive relationships and timely communication with vendors and partners. 
  • Act as a resource for vendors regarding safety and other Angel’s Envy policies regarding events.
  • Ability to host VIP/internal guests.
Sales Assistance
  • Meet group sales targets under Event Manager’s direction, supporting community outreach, handling inbound phone calls, and assembling sales materials as needed.
  • Work with the Events Manager in development and execution of quarterly & yearly sales plans. 
  • Assist in the development of new event ideas and formats for the general public.
  • Attend events and trade shows to promote events at the Angel’s Envy Distillery where applicable. 
  • Work with Brand Home Inventory and Retail Coordinator to manage engraved bottle orders, providing detailed information to customers and working with brand home leads to ensure a seamless ordering process both internally and externally. 
  • Track and report customer history and sales on a quarterly and annual basis. Track and analyze missed opportunities.
  • Liaise with clients and local businesses to identify needs and ensure customer satisfaction.  
  • Conduct market research and gather information within the industry for competitor analysis. 
  • Work with Sales, Events & Marketing Manager to coordinate press events and messaging is timed and released to effectively promote events. 
  • Maintain strong relationships with tourism vendors, transportation, catering, and hotel partners. 
Administrative
  • Support Events, Sales & Marketing Manager and Events Manager with changing needs, including but not limited to gift creation, storage of marketing & sales materials, deliveries, brand activations, VIP groups and media visits. 
  • Attends scheduled meetings and necessary training sessions as requested.
  • Support with VIP/Trade/Advocacy visits by assisting with gift bags, tour and tasting coordination, signed bottles, and other special requests. 
  • Liaise with customers and ensure they are connected with the appropriate brand home team member, providing accurate information and excellent customer service. 
  • Responsible for event client payment collection, invoicing and receipts. 
  • Responsible for updating event management software, event files, and events calendar ensuring information is up to date and there is obvious business continuity.
  • Cost-management with client and payment processing in conjunction with the Administrator.
  • Input and update event information and produce event reports through management software system.
  • Compile and send out confirmation packs to confirmed clients. 
  • Conduct pre- and post – event evaluations and report on outcomes.
  • Prepare nametags, thank you cards, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  • Coordinate and monitor event timelines and ensure deadlines are met. 
  • Prepare budgets and presentations. 
  • Create and/or manage invitee list.
  • Manage correspondence with contracted event clients.
  • Keep inventory of all event related materials.
  • Any other duty reasonable requested by the Events Manager or Sales, Event and Marketing Manager.

Skills and Experience

The Skills & Experience needed to create your legacy
  • MS Office proficiency.
  • Flexibility to work varied schedule including weekends, nights, and holidays.
  • 2+ years of event coordinating experience
  • BA or Post-secondary education in Event Management, Marketing, Communications, Business (OR sufficient experience)
  • Experience in hospitality, tourism, or related field
  • Ability to problem solve
  • Ability to multitask
  • Ability to thrive in a fast-pace, dynamic environment
  • Professional demeanor
  • Lifting to 25 pounds occasionally
  • Typically requires walking, standing, bending, talking, hearing, seeing, and repetitive motions
Personal Qualities
  • Possess a fundamental understanding of the key importance of excellence in customer service and hospitality. 
  • Possess a fundamental understanding, and interest in the production process and wider business functions.
  • Proven event management experience with a portfolio of previously managed events.
  • Excellent time management and communication skills required; attention to detail a must.
  • Ability to thrive with peak loads, ambiguity, and manage multiple projects independently to produce results while demonstrating a calm demeanor in stressful situations.
  • Sales skills and ability to build productive business relationships.
  • Excellent interpersonal skills both in person and by phone, with high professionalism. 
  • Ability to accomplish projects with little supervision. 
  • Ability to learn and effectively use event management software. 
  • Fantastic customer service ethic and high expectations for quality.
  • Belonging: You have a strong capacity to create a culture of ‘Belonging’, where people feel appreciated for who they are, what they do, and who they can become
  • Self-Awareness: You have high levels of self-awareness, are reflective and know yourself well, understanding both your own strengths and weaknesses and your impact on others
  • People Agility: You bring a deep ability to understand and relate to people and navigate through tough situations to harness and multiply collective performance
  • Results Agility: You demonstrate consistent delivery of results in first-time situations by inspiring teams, exhibiting a presence that builds confidence in yourself and others. 
  • Mental Agility: You can think critically to penetrate complex problems and expand the possibilities by making fresh connections. You think strategically whilst being execution focused and bring creativity to the challenges you’re presented with
  • Change Agility: You have a deep natural curiosity, desire to experiment and ability to effectively deal with the heat of change. You have a growth and learning mindset: ready to test, stumble, learn and apply from experience

Our culture

We share the passion and entrepreneurial flair of our founder and are guided by our three culture pillars - Fearless, Family and Founders, they inspire our Primos to be the best they can be and drive us forward in all we do. But what does this mean?

·       Being Fearless; means adopting an agile mindset, being comfortable trying new things and taking risks. We are empowered to question, challenge and innovate.

·       Family; We treat each other, and our communities, like Family. Always.

·       Founders; The spirit of entrepreneurship is at the heart of everything we do. We see the business as if it’s our own. We do the right thing for the business and we all take accountability for our work.

When you join Bacardi, you become part of our family and gain more than just a job.


Disclaimer: Bacardi is an equal opportunity employer that values workforce diversity. Diversity is core to our business: by embedding diversity into all aspects of our culture, we maximize the opportunity to achieve sustainable business success and growth. The duties and responsibilities described in the role profile might not be a comprehensive list.