Events Coordinator

Role Overview

• The Event Coordinator is accountable for coordination and logistics for various internal and external events and meetings for the organization, reporting into Strategic Communications.
• This position works closely with Director, Strategic Communications and key internal stakeholders to implement events and meetings that align with strategic priorities and support the organization’s internal and external communications objectives.
• Responsibilities include, but are not limited to, managing event registration plans, promotion, and venue logistics, coordinating staff and partner attendance, ensuring streamlined strategic execution, and tracking and reporting on outcomes and metrics (ROI).
• The key focus of this position is to ensure that events and meetings are executed flawlessly, align with the company's objectives, and leave a lasting, positive impact on participants.
• Manage logistics for various internal and external company events, including professional organization conferences, company/team meetings and customer events.
• Manage entire calendar of events to ensure timely adherence to and execution of plans.
• Provide on-site management and event support, ensuring seamless operation and immediate resolution of logistical issues.
• Research, evaluate, and conduct site visits to select the most appropriate venues for various company events and meetings.
• Negotiate and manage contracts with hotels, venues, and vendors.
• Collaborate with internal teams to plan meeting requirements, and manage budgets, ensuring events align with organizational goals.
• Maintain clear and consistent communication with internal departments and program staff to meet all event planning deadlines.
• Coordinate food and beverage requirements with venues to establish menus and meeting specifics, ensuring high-quality attendee experiences.
• Manage, verify, and reconcile invoices from hotels and vendors, ensuring accurate billing and timely payments.

Requirements

• Bachelor’s Degree in Communications, Marketing, Public Relations or a related field.
• A combination of education and experience will be considered for candidates who are otherwise qualified.
• Minimum of 3 years’ experience in corporate event planning or event marketing, including managing logistics and contract negotiation.
• Knowledge of meeting/event planning and administration principles and practices with the ability to utilize meeting planning technology.
• Proficient in Microsoft Office tools including Word, Excel, and PowerPoint.
• Strong organizational and project management skills.
• Excellent verbal and written communication skills.
• Must be able to travel as needed to meet business needs (up to 50%).
• Certification in Event Planning a plus.

Benefits

• Generous PTO & Holidays
• Remote Work Environment (some positions require travel)
• Comprehensive Medical, Dental and Vision
• HSA & FSA Account Options, with employer HSA contribution
• 401k with Employer Match & Profit Sharing
• Employee Assistance Program
• Tuition Reimbursement
• Professional Development Opportunities
• Student Loan Repayment Assistance
• Eligibility for Annual Bonus
• Wellness Reimbursement Program
• Pet Insurance
• Paid Family Leave