Event/Project Coordinator

The Event Coordinator is responsible for planning, organizing, and coordinating various types of foundation projects and events.

The Event Coordinator is responsible for communicating with all foundation personnel, committee members, and Key volunteers to ensure all required action plans and event/project requirements are set according to FYF and FIRST standards and events/projects run smoothly.

This includes but is not limited to looking for the proper venues, preparing and enforcing timelines and event flows, putting safety and legal measures in action, documentation preparations, and necessary equipment/supply planning and preparations, coordinating all stakeholders and keeping track of the communication chain and action plans to ensure a smooth event. The Event coordinator also works as a member of the team support committee throughout the season to understand team/community needs to help them and also plan season events according to the team/community needs and should be able to answer team/community questions

Responsibilities

• Works and reports directly with the FYF Management 
• Works toward all FYF events (Regionals, Offseasons, Show Cases, Fairs,…) planning, documentation, event execution, and reporting.
• Ensures FYF and FIRST standards are met and Comply with all national and local regulations
• Develop a complete understanding of the requirements for every event
• Handle day-to-day administration of events and programs including safety and legal plans.
• Work closely with FYF personnel, Committee members, and key volunteers on planning and executing all necessary needs and operations which includes but is not limited to order placements, booking appropriate venues, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution, etc.
• Work closely with FYF personnel, Committee members, and key volunteers on event planning and preparing event proposals in accordance with financial and time restraints.
• Works with all necessary groups (FYF Corporate Relations Coordinator, FYF Operations Coordinator, venue coordinators, security, FYF Key volunteers) to coordinate the event flow and safety and fulfill guests’ needs at the events.
• Work closely with FYF personnel, Committee members, and key volunteers to plan, schedule and organize time slots for speakers and help to Invite and host-related people (media, influencers etc. ) to foundation events.
• Plan and report and assist operational needs like arranging physical meeting space and/or necessary equipment.
• Prepares necessary documentation like event information, foundation announcements, presentations, and presents reports.
• Works with FYF staff and volunteers to ensure that all informative, legal documents and physical needs of the event are ready for all events, and ensures that any deficiencies are eliminated.
• Keep track of meeting minutes and create schedules and action plans.
• Risk assessment throughout planning, and at the events
• Analyze and improve organizational planning, executing processes, and work to improve quality, productivity, and efficiency.
• Ensure legal and regulatory documents are prepared and reported.
• Offer solutions to resolve problems in a timely manner
• Analyze and evaluate event results
• Search and plan various projects/grants that FYF can apply or manage.
• Arrange various events and projects that FYF can join/attend.
• Develop a complete understanding of team and community needs while working with the team support committee throughout the year which includes but is not limited to keeping track of the teams, following team rules and being able to answer questions, prepare team reports, analyze team needs, and propose supportive events.

Requirement

• Prior FIRST Knowledge (Prior FIRST  Relation such as Alumni, Volunteer etc. is preferred)
• Knows English and Turkish
• Excellent Teamwork skills.
• Excellent communication and negotiation skills.
• Ability to remain calm under pressure and maintain a customer-service mindset
• Critical thinking and problem-solving skills
• Multitasking skills
• Conflict resolution skills
• Ability to prioritize and respond quickly to changes.
• Experienced or capable in management, operations, and leadership.
• Understanding of policy, planning, and strategy.
• Ability to report, plan, and audit.
• Understanding of necessary legal and regulatory documents.
• Ability to address problems and opportunities.
• Outstanding organizational and time management skills
• Attention to details even under pressure
• Ability to work on various projects
• Ability to travel and work extended hours.
• Understanding of FIRST Core Values