Programs & Events Coordinator

About the role

The Programs & Events Coordinator supports the planning, coordination, and execution of IFM’s online, cohort-based programs, and in-person events. Working closely with managers, this role provides administrative, project management, logistical, and technical support to help ensure programs and events are delivered consistently, efficiently, and with a high-quality participant experience.

Responsibilities

• Coordinate the standardized execution of assigned programs and events, following established processes, timelines, and quality standards.
• Schedule planning meetings, prepare agendas, document decisions, and track action items to completion.
• Track assigned project timelines, deliverables, and outstanding tasks, proactively communicating risks, delays, or support needs to the appropriate manager.
• Organize program materials, including attendee communications, community forums, attendee resources, and technical materials.
• Coordinate vendor and logistics contracts in collaboration with the Contracts & Asset Compliance team, including preparation, tracking, and payment.
• Provide onsite support for in-person events, including event set-up, registration, attendee support, and logistical coordination.
• Support event technology set-up, testing, and troubleshooting, including attendee name badges, the IFM Events App, check-in systems, audience engagement tools, event platforms, and streaming technology.
• Coordinate the development and production of onsite event materials, including staff name badges, business cards, signage, and other event collateral as assigned.
• Manage the packing, shipment, tracking, and return of event supplies to ensure organized delivery and execution.
• Support onsite attendee experience activities and special event elements (e.g., Morning Movement).
• Collaborate with internal teams to ensure alignment on project timelines, deliverables, responsibilities, and program or event requirements.
• Communicate project updates, deadlines, outstanding needs, and potential risks clearly and proactively to appropriate stakeholders.
• Participate in cross-training and contribute to documentation and knowledge-sharing related to Programs & Events processes, systems, and best practices.
• Build and maintain effective working relationships across departments to support successful program and event delivery.

What We’re Looking For

• Experience supporting events, programs, or related projects, including coordinating timelines, deliverables, and administrative needs.
• Experience working collaboratively with internal teams, vendors, or external partners.
• Experience with Cvent or a similar event management platform is a plus.
• Experience with Asana or a similar project management platform is a plus.
• Proficient knowledge of MS Office Suite.
• Event Coordination: Working knowledge of event logistics, program coordination, and administrative support.
• Organization & Time Management: Strong organizational, planning, and time management skills, with the ability to manage multiple priorities, tasks, and deadlines.
• Attention to Detail: Ability to produce accurate, thorough work and consistently follow established processes and standards.
• Accountability & Execution: Ability to take ownership of assigned responsibilities, work independently, meet deadlines, and follow tasks through completion.
• Communication: Ability to communicate clearly, professionally, and concisely, both verbally and in writing.
• Inspire (Interpersonal skills): Ability to relate to others to achieve a desired outcome/goal, strengthening productivity.
• Initiative & Problem-Solving: Ability to anticipate needs, identify potential issues, and proactively communicate questions, risks, or recommended solutions.
• Customer Focus: Commitment to providing a responsive, professional, and positive experience for attendees, partners, vendors, and colleagues.
• Collaboration & Teamwork: Ability to build positive working relationships, collaborate effectively across teams, and contribute to shared goals and outcomes.
• Technical Aptitude: Comfort working with technology and the ability to learn and adapt to new systems, platforms, and applications.

Benefits

• National healthcare plan coverage offered.
• National dental and vision plans.
• Paid employee life and disability insurance.
• Paid employee assistance program.
• Two weeks’ vacation and two weeks’ sick leave accrued annually for new employees.
• Monthly work-from-home stipend.
• 401(k) with generous contribution.
• 14 paid holidays annually.
• Meeting-free Tuesday afternoons.
• Department budgeted job skills training.
• Complimentary registration to IFM’s educational programs.