Event Coordinator

Duties & Responsibilities

1. Coordinate virtual events, including webinars, virtual career fairs, online trainings, livestreams, and digital engagement programs.
2. Manage event registration, attendee communications, speaker coordination, and event reporting.
3. Create event briefs, timelines, run-of-show documents, and other planning materials.
4. Cover venue sourcing and creation of venue proposals based on event requirements.
5. Cook up event-specific audiovisual, food and beverage, transportation, lodging, technology, and vendor requirements.
6. Review BEOs for accuracy and provide feedback.
7. Research vendors based on event needs, request quotes, and submit to the manager for approval.
8. Manage vendor information to ensure proper documentation (COIs and signed vendor agreements).
9. Obtain and review event sponsorship packages.
10. Review event kits and create outlines for ordering electrical, internet, carpeting, cleaning, and other event needs.
11. Coordinate shipping of event assets and materials.
12. Manage RSVPs, event attendance, rooming lists, registration data, and final guest counts.
13. Follow proper internal procedures for budgeting, promotional items, and travel arrangements.
14. Conduct event research and provide recommendations.
15. Other responsibilities as assigned.

Participate in related event planning meetings and take thorough notes:

• Event Kick-Off
• Weekly Event Status Meetings (internal and external)
• Final Event Meeting
• Post-Event Meeting

Knowledge, Skills, & Abilities

• Supports multiple MarCom Group accounts using project management tools and storage platforms such as Dropbox, Asana, Jig, SharePoint, Slack, and Outlook.
• Responsible for tracking work-related time, submitting a detailed weekly timesheet.
• Communicates professionally and effectively with co-workers, vendors, and clients.
• Extremely organized and detail-oriented.
• Punctual and responsive.
• Experience in event coordination.
• Remains calm under pressure, makes necessary decisions, and maintains a customer service mindset.
• Strong desire to learn many facets of the business.
• Team player.
• Responds to direct, immediate requests from the manager.
• Multitasks and prioritizes work to meet deadlines and multiple requests.
• Excellent verbal and written communication skills.
• Strong problem-solving skills.
• Adheres to all company policies, procedures, and business ethics codes.
• Familiarity with virtual event platforms, webinar technology, and attendee engagement tools is preferred.