Event Coordinator

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 organizations personal connection across communities.

The Stakeholder Engagement Department is part of the Strategy and Stakeholder Engagement Division. The divisions 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.
To apply: click the "Apply" link located just above the position description, log-in and follow the instructions provided. Questions regarding this position can be directed to Allison Gilbert at ... or .... Applications will be accepted until 3:00 p.m. on Monday, July 7, 2025.

About the Metropolitan Airports Commission

The Metropolitan Airports Commission (MAC) owns and operates one of the nations largest airport systems, including Minneapolis-St Paul International (MSP) and six general aviation airports. The MACs airports connect the region to the world and showcase Minnesotas extraordinary culture to millions of passengers from around the globe who arrive or depart through MAC airports each year.

MAC complies with the Americans with Disabilities Act. If an accommodation is required for you to participate in the application process because of a disability, please contact Tekia Jefferson at ... or ... . MAC is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, gender, age, nationality, or disability.

Reporting Relationship Reports to the Director, Stakeholder Engagement

Supervision While this position does not have full-time direct reports, it is responsible for recruiting and managing MAC Ambassadors, leading event planning committees (e.g., State of the Airport luncheon, MAC annual employee event), and supervising interns as needed.

Organizational Frequent contact with staff at all levels of MAC, including Senior Staff and MSP Foundation CEO and staff

External Business Frequent contact with airport tenants, vendors, consultants/contractors, event venues and agency partners

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
• Measure success of programs through qualitative and quantitative evaluation tools; present findings and recommendations to leadership

Partner with Strategic Marketing and Communications

• Work with Strategic Marketing and Communications Department leadership for cross-divisional project planning and management including necessary creative, communications and engagement services support (scripting, newsletters, websites, presentations, theme, printed materials, giveaways, collateral)
• Work with the Strategic Marketing and Communications team to build MAC/MSP brand identity at each event to broaden awareness and increase the visibility of the MAC
• Support the Strategic Marketing and Communications team as requested with news conferences, ribbon cuttings, and other media/public affairs related events
• Manage and execute event activities that support key marketing strategies with consistency in content and messaging among divisions and stakeholders
• Support the Strategic Marketing and Communications Department in writing and editing internal and external communications related to engagement and events

People Leadership

• Represent MACs Purpose and Values when leading, managing, recruiting and training MAC Ambassadors
• Communicate and manage clear expectations and parameters to MAC Ambassadors and consultants/vendors
• Identify and communicate key engagement opportunities to leadership, coordinating internal and external opportunities, as needed
• Proactively support a safe working environment
• Proactively communicate with Director and develop solutions related to MAC Ambassador support, speaker attendance and event logistics

Budget Management

• Coordinate overall event budget, review and audit all billing for accuracy and reconcile supplier payments
• Track and report expenses to event partners and communicate changes
• Ensure that all events are delivered on budget
• Assist the department director to develop the annual budget for event and meeting-related expenses
• Communicate proactively communication with Director when budgetary concerns arise

Senior Level Individual Contributor (SRIC) Competencies

• Customer Focus - Building strong customer relationships and delivering customer-centric solutions
• Manages Complexity - Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems
• Decision Quality - Making good and timely decisions that keep the organization moving forward
• Resourcefulness - Securing and deploying resources effectively and efficiently

• Ensures Accountability - Consistently achieving results, even under tough circumstances
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives
• Values Differences - Recognizing the value that different perspectives and cultures bring to an organization
• Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of unique needs of different audiences
• Persuades - Using compelling arguments to gain the support and commitment of others
• Courage - Stepping up to address difficult issues, saying what needs to be said
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations

MINIMUM REQUIREMENTS

• Bachelors 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 drivers license and reliable vehicle to commute between sites
• Ability to work evenings and weekends, as planning and event schedules demand

DESIRABLE REQUIREMENTS

• Bachelors 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