KCM Events Coordinator

Position Summary

The Event Coordinator works under minimal supervision in support of the Events Department and provides administrative, logistical, financial, and project coordination for KCM meetings and events. This role maintains detailed event and crew data, coordinates travel, lodging, and rooming lists for staff and event teams, tracks event budgets and expenditures, supports hotel and venue selection, plans on‑site logistics including site layout and transportation, supports event registration and volunteer teams, and provides on‑site support during event execution.

Primary Duties and Responsibilities

• Event Data, Crew, and Travel Coordination
  • Update and maintain event and crew files in the Event Department database and storage system.
  • Coordinate the event crew database, entering and tracking airline itineraries, vehicle rentals, lodging needs, per diem, parking, and related travel details.
  • Compile, request, and communicate crew travel requirements (vehicles, per diem, mileage, ground transportation) in accordance with ministry policies.
  • Build and maintain detailed rooming lists (room type, occupancy, arrival/departure dates, special accommodation requests).
  • Monitor hotel room blocks, attrition dates, and reservation deadlines; communicate updates to hotel partners as room counts change.
  • Serve as point of contact for staff hotel needs, including check‑in/check‑out coordination, room assignment changes, and on‑site lodging issue resolution.
  • Prepare detailed crew and travel reports for event packets (rooming lists, arrival/departure schedules, vehicle rental lists, timesheets, contact lists, run of events, speaker schedules, dress codes).
  • Distribute parking passes, per diem checks, badges, and event information to crew before and during events.
• Event Administration and Documentation
  • Submit all event documentation to the Event Manager for review and approval (crew lists, travel reports, vehicle rental lists).
  • Maintain shared event files, databases, and departmental documentation for leadership reference, uploading meeting materials and crew details to designated platforms.
  • Prepare and maintain the event calendar used across ministry departments.
  • Schedule meetings, prepare agendas, and maintain meeting notes and action items.
  • Prepare and distribute event reports, schedules, contact lists, and operational documents.
  • Coordinate communication between internal departments and external partners to support event execution.
• Vendors, Budget, and Financial Processing
  • Coordinate communications with vendors, venues, hotels, and service providers.
  • Assist with hotel and venue selection, researching options and supporting rate negotiations.
  • Support contract coordination by assisting with contract systems, intake process, retrieval, documentation, and reference.
  • Track event budgets and expenditures; flag variances for the Event Manager’s review.
  • Review and process purchase requests, requisitions, reimbursement requests, invoices, deposits, payments, and expense reports, ensuring proper coding before submission.
  • Review and reconcile venue, hotel, and vendor billing for accuracy; reconcile hotel folios and rooming manifests against contracted room blocks after each event.
  • Reconcile ministry credit card statements through the Concur system.
• Event Logistics, Site Planning, and On‑Site Operations
  • Stock, prepare, and organize event materials and road cases to meet loading and shipping deadlines.
  • Assist with ordering, storing, and preparing event supplies and materials.
  • Assist with venue research, site inspections, room diagrams, and event floor plans.
  • Coordinate on‑site transportation logistics, including shuttles and ground transportation for events.
• Registration, Volunteers, and On‑Site Support
  • Assist with coordinating event registration (setup and strike), preparation and distribution of conference materials, and tracking on‑site registration data.
  • Coordinate, train, and supervise volunteers and support staff.
  • Provide required on‑site support during events, including coordinating vendor needs and operational requests, and supporting the Event Manager during execution.
  • Assist with post‑event reconciliation, reporting, and record retention.
• Additional Responsibilities
  • Provide backup coverage and support for other event staff during absences or high‑demand periods.
  • Support continuous improvement of event systems, processes, and administrative procedures.
  • Exhibit polite, professional, and clear communication via phone and email.
  • Assist with special projects as assigned.
  • Perform other duties as requested in support of the Events Department.

Requirements

• Education and Experience
  • Associate degree or equivalent work experience.
  • Proficient with Microsoft Office Suite and computer literate.
  • High level of spiritual and emotional maturity.
• Knowledge, Skills, and Abilities
  • Knowledge and experience with event planning strategies and processes.
  • Extremely organized, highly disciplined, and able to prioritize tasks and anticipate needs.
  • Ability to multi‑task and manage sensitive/confidential information with discretion.
  • Problem‑solving and time‑management aptitude.
  • Excellent interpersonal and communication skills; exceptional written and verbal communication (minimum 55 WPM with minimal errors).
  • Detail‑oriented with a keen eye for inaccuracies.
  • Team player who can take direction.
  • Public relations, communications, negotiation, and human relations skills preferred.
  • Adaptability to constantly changing priorities; self‑initiative, creativity, and latitude.
• Equipment
  • Standard office equipment.
• Physical Demands
  • Ability to lift up to 30 lb.
  • Extended periods at a computer workstation.
  • Ability to pull, push, stand, sit, stoop, bend, reach, move or carry equipment.
  • Normal range of hearing and vision.
• Mental Demands
  • Detail‑oriented, organized, communicative, task‑ and goal‑oriented.
  • Ability to multi‑task, adapt to changing work situations, grasp and apply new ideas.
  • Effective problem‑resolution, conflict handling, and decision‑making.
  • Ability to communicate with diverse groups and build effective working relationships.
  • Self‑motivated, takes initiative, reacts with appropriate urgency, and exercises good judgment with minimal supervision.
• Working Conditions
  • Normal office hours for approximately 75 % of the time.
  • Flexibility required for event hosting, including occasional travel to KCM or key donor events.
• Additional Requirements
  • Born‑again believer who adheres to the doctrines of Kenneth and Gloria Copeland and their appointed representatives.
  • Commitment to teamwork and avoidance of dissension (Romans 16:17).
  • Good attendance record.
  • Sensitivity to the needs of Kenneth Copeland Ministries staff, partners, and friends.
  • Interpersonal skills for interacting with diverse groups; diplomacy in communication.
  • Ability to build effective relationships inside and outside departments.