Event Coordinator

Position Summary:

This is a role within the Stakeholder Engagement Department, reporting to the department director. The Stakeholder Engagement Department connects the MAC to the community by designing and implementing best-in-class engagements and serving as the organization’s personal connection across communities.

The Stakeholder Engagement Department is part of the Strategy and Stakeholder Engagement Division. The division’s charter is to function as an in-house team serving as stewards of strategy, developing strategic communications and creating stakeholder champions to ensure the organization delivers on its purpose, values and strategic goals.

This role is responsible for overseeing all aspects of event planning and execution, including coordinating logistics, managing on-site operations, and engaging with both internal teams and external stakeholders on all stages of events. The position also leads the MAC Ambassador Program and coordinates some additional stakeholder engagement programs. The role collaborates closely with the Strategic Marketing and Communications Department to develop supporting materials, such as collateral, communications, and promotional content. As a key point of connection between MAC and its stakeholders, this role plays a vital part in advancing strategic goals, strengthening public perception, and fostering meaningful partnerships.

This is a safety-sensitive position which will require a pre-employment drug screen.

JOB DUTIES:

Event Planning and Execution

• Manage all details of in-person and virtual event planning and implementation as required, including developing strategy that considers stakeholders, execution, logistical support, coordination of design needs and post-event initiatives
• Identify stakeholder engagement strategy, goals and key performance indicators for each event in collaboration with the department director and other stakeholders
• Strategically identify key audiences and curate outreach plans and invitation lists for events as appropriate and in consideration of internal and external stakeholder needs and expectations
• Support high-quality stakeholder engagement programming for airport long-term plans, environmental reviews and other planning-related initiatives
• Responsible for planning and executing stakeholder outreach initiatives, presentations, communications, surveys, events and other forms of engagement for internal and external audiences
• Lead committees to plan, coordinate and execute signature events like annual State of the Airport luncheon and MAC annual employee appreciation event
• Analyze event success, implement post-event surveys, prepare recap reports and presentations, track impact metrics, and incorporate feedback into future programming
• Document and track MAC events and high-engagement activities and meetings. Ensure MAC Senior Staff awareness and support on key engagement opportunities
• Maintain strong relationships with internal and external event partners, stakeholders, and venues, through proactive communication and follow through
• Coordinate and manage programming/run of show as well as all necessary vendors/partners/deliverables (including location/venue, AV, catering, supplies, décor, and photography), setting budget, scope, deliverables, and obtaining permits/licenses as necessary
• Develop and manage event timelines and production schedules to ensure seamless coordination across departments and that timelines and expectations are consistent with MAC legal and contracting requirements.
• Ensure compliance with all relevant safety, security, accessibility, and regulatory requirements related to external and internal events
• Perform other duties as assigned and/or approved by the Director, Stakeholder Engagement

Engagement Programs

• Develop and manage internal education programs, including the Lunch and Learn series and leadership Speaker Series
• Facilitate coordination of airport tour requests and track impact measurements, in partnership with other MAC departments leading or assisting with airport tours
• Lead the implementation and ongoing administration of the Airport Stakeholder Survey that engages the full MSP Airport community; track and implement any necessary engagement-related follow-up actions
• Lead the MAC Ambassador program, which provides opportunities for MAC staff to participate in and support airport and MAC events, by creating an engaging and inclusive program that encourages long-term participation. Responsibilities include recruiting individuals to provide event support, managing event opportunities and signups, clearly communicating expectations, providing on-site support during events, and implementing strategies to retain the ambassadors actively involved in the program and MAC events.
• Develop and implement an engagement program for MSP Airport employees that provides opportunities to participate in activities and events that build and enhance a positive and robust airport-wide community

MINIMUM REQUIREMENTS:

• Bachelor’s degree in business, Public Administration, Communications, Aviation Management, Event planning or a related field plus one year of professional experience in event management, preferably in corporate, public sector, or government setting
• Or, an associate degree in a relevant field plus three years of professional work experience in event management 
• In lieu of a degree, five years of professional experience in event management
• Ability to multi-task and stay highly organized and accountable
• Ability to work under pressure and meet deadlines while adhering to MAC, aviation industry and government standards. Proven crisis management skills
• Collaborative style to work effectively with different functional areas
• Strong organizational and project management skills
• Strong team leadership and communications skills
• Professional presence when interacting with stakeholders, maintaining a neat and professional appearance
• Able to assist with any level of event including those of a complex nature, and a variety range of volume
• Ability to lift or carry 50 lbs 
• Experience motivating, engaging and recruiting individuals or teams to support events
• Intermediate experience with Microsoft Word, Excel, PowerPoint and Outlook
• Valid state-issued driver’s license and reliable vehicle to commute between sites
• Ability to work evenings and weekends, as planning and event schedules demand

DESIRABLE REQUIREMENTS:

• Bachelor’s degree in business, Public Administration, Communications, Aviation Management, Event planning or a related field
• Public sector experience
• Experience working in aviation or at an airport
• Intermediate experience with Adobe Premiere Pro, Granicus and Xpression Graphics creation
• Experience with project management software
• Understanding/appreciation for working in a highly regulated industry
• Experience setting up and trouble-shooting AV technology