Event Coordinator

Requisition ID: 44525 Work Location: Convention & Visitors Bureau – Towne Bank Building, 22nd Street Pay Range: G.24, $52,703.70 - $81,690.74 Starting Salary: Minimum of the Pay Range Work Schedule: Mon–Fri, 8:00 am – 5:00 pm, nights, weekends, holidays as event schedule dictates Part Time Hours/Wk: Job Open Date: 6/13/25 Application Deadline: 6/18/25

Job Duties:

The Virginia Beach Convention & Visitor’s Bureau develops and promotes Virginia Beach as a first-class, year-round destination that contributes to the quality of life and a diverse local economy. The Meetings & Conventions Division mission is to drive new & incremental meeting and event opportunities of all sizes to the destination to maximize our hotel, convention center and City venues by creating compression in the marketplace; partner with local stakeholders to create positive guest experiences and loyal repeat and referral business for the City of Virginia Beach.

Job duties for the Event Coordinator (Destination Services Manager) include the following:

• Work with assigned definite groups as the primary key contact for the meeting planner to determine service requirements, marketing needs, and on-site support; serves as liaison between assigned groups and bureau partners.
• Assist the Meetings and Conventions Sales Team to promote the destination services of Visit Virginia Beach to prospective planners.
• Maintain a thorough knowledge of the services provided by Visit Virginia Beach including but not limited to: transportation services, promotional materials, media, partner vendors and suppliers, microsite creation, customized maps, staffing services, brochure distribution, welcome letters, etc.
• Coordinate site visits and schedule appointments as requested by meeting planners for their pre-planning visits; work with them to develop a plan of work to ensure their success within the marketplace.
• Assist meeting planners with promoting Virginia Beach to attendees to build attendance.
• Attend out-of-town promotion trips for assigned groups if necessary.
• Coordinate/assist team members as needed to prepare for events/tradeshows.
• Meet with Virginia Beach partners as requested and attend networking functions.
• Keep abreast of the latest developments in the convention services trends.
• Attend suggested education classes as necessary.
• Maintain written, telephone and personal contact with clients and ensure timely reporting in the CRM (SimpleView) and other necessary reporting platforms.
• Attend weekly and monthly departmental meetings as assigned to maintain communication and to ensure proper convention support and customer service is provided.
• Coordinate a city information desk for qualified groups with the Director; determine which materials most closely suit the customer’s needs.
• Coordinate pre-planning meetings for assigned groups and assist Sales Department with site visits as needed.
• Prepare correspondence, citywide resumes, pre-promotion marketing, etc. with a strong attention to detail and distribute to members in a timely manner.
• Maintain knowledge of present and future event facilities, hotels, event venues and the Virginia Beach Convention Center.
• Attend out of town promotion trips for upcoming contracted groups.
• Work with housing vendor and maintain knowledge of housing procedures and guidelines.
• Work with the transportation vendor and maintain knowledge of transportation procedures and guidelines.
• Assist with small group service requests for those groups who do not come through the sales channel.
• Be flexible and available to work evenings, weekends and holidays as needed. This will be required to accommodate site visits, pre- and post-con meetings, travel schedules, tradeshows and client meetings.

As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.

Official City Job Description:

https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Event-Coordinator-00765.pdf

Working Conditions:

https://workingcondition-summary-prod.s3.amazonaws.com/B.003454.6.pdf

Minimum Requirements:

MINIMUMS:
High school or GED plus six years experience in fields such as event supervisor, hotel event coordinator, association meeting planner, business or public administration, public relations, hotel/restaurant management, or supervision in a public assembly facility utilizing the knowledge, skills and abilities listed above; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Must have, or obtain, a current and valid Virginia or North Carolina drivers license in accordance with Virginia or North Carolina DMV drivers license eligibility requirements.

SPECIAL REQUIREMENTS:
Must be available to work evenings, weekends, holidays, and overtime when required to meet operational needs.

Additional Requirements:

DMV Transcript: Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required

Attachments Required: None

Preferences:

In addition to the minimum requirements, the ideal candidate for this position will have experience listed in the preferences below. Candidates with the preferred experience should ensure the information is provided on the application.

• Knowledge of SimpleView or similar CRM software
• Experience w/MS Office applications
• Experience with event planning
• Experience managing large events (2,000+)
• Experience in the hospitality industry
• Available to work a varied schedule
• Graduation from event mgmt. school or certified meeting planner (IAVM, CMP, etc.)
• Exp w/sales and marketing techniques

Special Instructions:

• The application is the primary document used to screen for qualifications and years of experience; resumes and cover letters are not reviewed at this time. Please include entire job history on the application.
• This position is Alpha I and is required to work in excess of the normally scheduled days/hours during inclement weather (hurricanes/snow) and/or in response to short-term department needs, regardless of the City’s operational status.
• Must have or obtain a current and valid Virginia or North Carolina driver’s license in accordance with Virginia or North Carolina DMV driver’s license eligibility requirements.
• Must be available to work evenings, weekends, holidays, and overtime when required to meet operational needs.

• Please complete the application in its entirety and include your resume if required by the posting.
• Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
• You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.