Events & Experiences Associate at Ikigai

Who We Are Looking For

The Events and Experiences Associate is the face of Ikigai’s PLAY pillar whose primary focus is to cultivate content-driven experiences and human interactions that inspire the Ikigai community and the local work and play scene at large.

You are the right person if you enjoy wearing many hats. You’re an event planning expert. You’re a details person! You’re the glue in your friends’ circle and have a knack for bringing people together. You thrive in a busy environment and meet all your deadlines with ease and excellence! You are super organized, multitask better than anyone, handle numerous moving parts, and prioritize like a genius. You’re completely at home with data and provide incredible customer service at a moment’s notice, without missing a single data point. You. Love. People.

Goals and Objectives

This job is a healthy mix of event planning, logistics and execution, event strategy, event partnership building and networking. Everything you do will be in the interest of creating and sustaining an authentic and thriving community and business. Everything. The heart and soul of an Ikigai event is dynamism, authenticity, and meaningful human interaction.

• Emulate Ikigai’s core values and strive to achieve our mission
• Lead the Events and Community Management teams to achieve the following:
  • Create and execute an exciting and inspiring events and meetings strategy that makes Ikigai the go-to events space
  • Create a welcoming and collaborative community environment amongst our members, and build these relationships through events
  • Ensure that our event spaces (including meeting/conference facilities) are fully operational, and processes are running smoothly
  • Expand event space capabilities and quality

Key Responsibilities

Internal and External Events Management and Sales

• Develop public-facing and community events that raise awareness of our spaces as event hubs, elevating the Ikigai and Roasted Truth brands in the market
• Conceptualize innovative, unusual, meaningful, and impactful event ideas and maintain a pipeline of the same
• Prepare and execute an Ikigai events and experiences strategy targeting Ikigai’s target market
• Prepare and execute a marketing strategy for events and experiences and maintain a calendar for the same
• Prepare and present events reports for Ikigai Teams, CEO, and Directors
• Ensure that all events run smoothly specifically through forward planning and preparedness, and coordinate all activities during and after the event including assisting with set-up and close of events, including food, beverages, and furniture
• Ensure that all event spaces are maintained throughout the year by reporting breakages or fixes required
• Work with the Community Team to ensure consumables required for events and meetings are available and coordinate with event suppliers
• Work with the Community Team on community initiatives designed to develop connections between members, including member events
• Carefully collect and track event and meeting data and make data-driven decisions
• Prepare event budgets and expense reports
• Drive sales of all events and ensure high attendance and satisfaction of all attendees
• Field event requests submitted through the Ikigai app, website, walk-ins, and tours
• Maintain events visitor database

Conferencing Management

• Develop a conferencing strategy for external members to enjoy Ikigai indoor and outdoor conferencing facilities
• Coordinate all conferencing activity across locations to create an exceptional and consistent service offering
• Ensure a friendly and professional experience for users of meeting spaces
• Ensure that all meeting spaces are maintained throughout the year by reporting breakages or fixes required
• Carefully collect and track meeting data and make data-driven decisions

Event Partnership Management

• Research and reach out to potential partners for Ikigai, and draft proposals for follow-up conversations
• Assess proposals shared by potential partners and present them to the Business Development Manager and CEO for consideration
• Execute event partnerships based on the terms of engagement, including supporting marketing activities and partner relationship management

Administrative

• Technical problem-solving when needed, including the ability to test and troubleshoot minor issues with the meeting room facilities, appliances, printers, and wireless networks among others

Education and Experience

Education

• A college graduate with a four-year degree preferred

Experience and Requirements

• Understanding of the importance of networks, human interactions, and experiences and how they come together to build a community
• Punctual, professional, thorough, and entrepreneurial
• A quick learning self-starter that works well in a fast-paced, start-up environment
• Highly organized and efficient, with excellent time management skills and the ability to prioritize tasks effectively when everything is happening at once
• An individual that doesn’t just show up to work at the office, but owns the office, taking pride in managing every little event detail of the meeting and event spaces, calendar, and networks
• Collaborative and engaging, likes to work in a team, but also independent and gets the job done, no matter what is required
• Adaptable and innovative, owning mistakes and moving on
• Events management and coordination experience preferred
• Customer service experience a plus

Essential Skills and Competencies

• Passion and understanding for Ikigai’s mission and values
• Superior verbal and written communication skills
• Exceptional organizational and multitasking skills
• Highly detail-oriented
• Strong work ethic
• Demonstrates integrity, dependability, responsibility, accountability, self-awareness, work ethic, empathy, and professionalism
• Creative problem-solving skills
• Ability to work in a dynamic, fast-moving environment
• Passion for entrepreneurial communities
• Proficient in computer skills, and social media platforms
• Strong networking and presentation skills