Events Coordinator, World Coffee Championships

The Event Coordinator will support the World Coffee Championships (WCC) events and wider organization by assisting with event organization, general process and administration for WCC products, and on-site event coordination. This role is perfect for someone looking to learn about event- and competition production in a dynamic, global, fast-paced environment—someone who is self-motivated, able to work under pressure, and enjoys travelling and working with different cultures.

What You’ll do:

Pre-event planning

• Coordinating and communicating with Competitors, to arrange for their participation in WCC events. This includes information emails, arranging visa letters, communicating logistics and rules FAQ’s.
• Coordinate and communicate event information to event participants (Judges, Lead Volunteers, Emcees, Calibration Baristas, etc.). This includes agendas, information letter, visa letters, communicating logistics and schedules.
• Oversight and management of event inventory and supply lists.
• Support with badge registration for WCC stakeholders.
• Assisting with creating competition schedules, overview, and set-up schedules.
• Support social events coordination (Judge dinner, WCC parties, staff dinners, etc.).
• Liaise and coordinate with Stage Managers up to and through the competition events, to ensure that they have all the support and items and information, required for their job (i.e., checklist, orientation plans, schedules, volunteer lists, supply lists, etc.).
• Supports with scripts production and AV schedules.

On-site Event Production

• Attend WCC events and coordinate a WCC stage and its staff.
• Support the coordination of the live production and streaming of the WCC.
• Assist with onsite problem resolution.
• Assist with onsite communications across the events with all WCC stakeholders.
• Attend Judge Certification events when needed.

General Administration

• Support with Competition Bodies event recording, information gathering, and tools updating.
• Maintain records and provide admin support for WCC programs, including Judge Certifications (JC), Judge Skills Programs (JSP), WCC Judges, and WCC Representatives.
• Collaborate with other departments (Education and Partnerships) in maintaining systems and tracking processes.
• Maintain systems and update tools based on needs.
• Proactively identify potential issues and troubleshoot by suggesting and implementing resolutions and alternative plans, as needed.
• Builds effective and SCA values-driven relationships within staff, and within communities.

What we are looking for:

• Must be a team player and demonstrate excellent oral and written communication skills across a variety of mediums.
• Must be able to manage multiple priorities, organize and prioritize work, and meet deadlines.
• Must be able to work in a fast-paced environment, work well under pressure and to minimize obstacles to a smooth delivery of events.
• Must be proficient with organizational software, including experience in Excel and other Microsoft programmes (Airtable is a plus).
• Must enjoy working with diverse groups, in many cultures. Can modulate tone and content, with respect to diversity.
• A high level of attention to details and conscientiousness required.
• Experience in Coffee and/or the community is highly desirable.
• Experience with Competitions (Local, National, WCC is a plus).
• 1-2 years events administration, coordination, or operations experience.
• 1-2 years direct customer service experience.
• This job requires international travel from April to June, which majority of the time will be solo.

What You’ll Gain:

• Full-on experience with international event planning.
• Possibility to work with a dynamic international team.
• Experience in engaging with different communities around the globe.
• Experience with a live event show production.
• Direct mentorship and feedback to sharpen your skills and build your experience.

Working hours:

Full time with flexible schedule to attend meetings with different time zones.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to talk or hear; and frequently required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.  At times this position is very active and requires bending, kneeling, stooping, crouching, crawling, and climbing, frequently lifting and/or moving items over 50 pounds.