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Event Coordinator
Event CoordinatorMax's Best Ice Cream • Bethesda, MD, USA
Event Coordinator

Event Coordinator

Max's Best Ice Cream • Bethesda, MD, USA
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Max's Best Ice Cream X Best Buddies

This a unique opportunity to be a part of a new and exciting business. Max's Best Ice Cream is your local scoop shop and so much more! We are an upscale, dine-in ice cream shop featuring an inventive menu of artisanal ice cream creations. In addition to traditional scoops of ice cream, our signature offerings include extreme milkshakes, boozy shakes, unforgettable sundaes, reinvented floats and our custom frozen hot chocolate blend.

  • Our Story : Max's Best Ice Cream is a family operated business. As lifelong residents of Maryland and the local community, Max's Best Ice Cream fulfills a lifelong father-son dream to open an ice cream shop. Max's Best Ice Cream is named after the family's son, Max, who has always wanted to serve "the best ice cream... in the whole entire world." We decided to get started in Bethesda first!
  • Our Ice Cream : Our premium, farm-fresh ice cream is sourced from a local creamery, Vanderwende's Farm Creamery, in rural Delaware. Max's Best Ice Cream is the first shop to feature Vanderwende's ice cream in Bethesda, Maryland and the broader Washington, D.C. region.
  • Our People : Max's Best Ice Cream has partnered with Best Buddies International to employ individuals with intellectual and developmental disabilities through the Best Buddies Jobs program.
  • Our Community : Best Buddies is also a co-owner in Max's Best Ice Cream so a portion of the proceeds from every customer's purchase will help to further Best Buddies' work in the community.

This is your opportunity to join the team leadership and be a part of something special at Max's Best Ice Cream. Let's serve amazing ice cream and do some good... while having fun along the way!

Our Brand Story :

At Max's Best Ice Cream, the best is in everything we do. It's not just ice cream-it's the best. The best ingredients. The best flavors. The best sweet moments. We feature local farm-fresh ice cream from Vanderwende's Creamery. And we are more than your typical scoop shop, every detail of our extreme milkshakes, unforgettable sundaes, boozy shakes, reinvented floats and custom frozen hot chocolate blend are crafted it delight. The best isn't just what we serve-it's what we stand for. The best people. The best collaborations. The best experience. Through our partnership with Best Buddies and our dedication to community, we create a place where everyone feels welcome and every moment feels meaningful. It's a place where our team, our community, and every customer are at the heart of everything we do.

Max's is more than an ice cream shop-it's the best ice cream, served by the best people, and shared in the best way.

JOB DETAIL

TITLE : Event Coordinator

LOCATION : Max's Best Ice Cream, 7770 Woodmont Ave, Bethesda MD, 20814

REPORTS TO : Ownership

Position Summary : A positive and collaborative team player focused on exceptional customer service and execution of events. Opportunity to report directly to ownership in the development, management and execution of events.

Essential Duties and Responsibilities :

  • Client Management :

    • Manage and respond to all incoming event inquiries in a timely fashion.

  • Meet with prospective clients to understand their vision and develop a tailored event.
  • Set expectations for clients - guiding them toward achievable goals within their budget.
  • Proposal & Budget Management :

    • Develop and send event and budget proposals to clients based on their needs.

  • Develop and implement clear event order processes and protocols.
  • Manage and send invoices to clients for events.
  • Track invoice and payments for all event-related activities.
  • Logistics Planning :

    • Outline and manage event logistics - including communications, set-up, etc.

  • Develop and oversee the staff process of pre-packed ice cream for off-site events.
  • Ensure event orders are properly fulfilled to satisfaction.
  • On-Site Execution and Tear Down :

    • Oversee event setup, manage staff, ensure the schedule is followed.

  • Handle and quickly resolve any unforeseen issues or challenges.
  • Liaison for any event contacts and administrative requirements - permits, licensing, etc.
  • Manage any event tear down and conduct event postmortem.
  • Collaboration :

    • Work closely with ownership - providing regular updates on event progress and client management.

  • Effectively collaborate with the team in supporting the execution of events.

    • Key Skills and Qualifications :

  • Organizational Skills : Ability to manage multiple events and tasks simultaneously.
  • Communication : Excellent verbal and written skills for interacting with clients and team.
  • Customer Service : Strong ability to understand and fulfill client needs and ensure guest satisfaction.
  • Attention to Detail : Meticulous in tracking details, managing schedules and ensuring all client requests are met.
  • Problem-Solving : Adaptability to handle unexpected issues and find solutions during events.
  • Budgeting & Financial Management : Proficiency in creating and sticking to budgets and managing financial aspects of events.

    • Position Details :

  • Part-Time Position - Between 20-25 Hours / Week
  • Hybrid Position - Regular In-Store Attendance, On-Site Event Management & Remote Work (As Needed)
  • Move Into Full-Time Position - Based on New Business
  • Bonus & Incentive Structure Based on Performance and New Business
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