Specialist, Event Coordinator

Responsibilities

• Coordinate learning events (in-person, virtual, hybrid): schedule dates/rooms/platforms, prep materials, handle AV/catering, and provide on-site support.
• Produce virtual courses: open sessions, manage lobbies/polls/breakouts/chat, troubleshoot participant tech, and keep sessions on time.
• Manage registrations: handle enrollments/waitlists/cancellations/substitutions, send confirmations and reminders.
• Track attendance & completions: reconcile rosters with sign-ins/platform logs, issue certificates, and update records promptly.
• Perform basic LMS administration: load new online courses and set metadata, enroll learners, maintain rosters, design and run custom reports, run standard reports, mark users complete for online trainings, and provide basic user support.
• Manage learning program budgets: track event expenses, monitor allocations, process invoices, and ensure adherence to financial guidelines.
• Report on program health: provide no-show updates and monthly completion/evaluation summaries; budget tracking; maintain compliance dashboards.
• Clock in vendors: schedule instructors, confirm rosters/materials, monitor delivery quality, and support statement of work/invoicing.
• Communicate: draft and share communications - schedules, pre-work, joining instructions, and post-class surveys with learners, facilitators, HRBPs, and managers.
• Promote trainings: develop and distribute marketing communications (internal postings, emails, promotional messages) to drive awareness and enrollment.
• Ensure standards & compliance: support accessibility (captions/accommodations), follow branding/templates, and handle learner data per privacy policies.
• Demonstrate initiative: identify gaps and areas to standardize, take ownership of pending tasks, and proactively seek new assignments or process improvements.

Qualifications

• Required: Bachelor’s degree or higher. 2–4 years in corporate L&D, training/events coordination, program coordination, or related field. Hands-on experience supporting virtual training (Zoom, MS Teams, Webex or similar) and producing interactive sessions (polls, breakouts, chat moderation).
• Preferred: Bachelor’s degree in HR, Education, Communications, event planning or management, hospitality, or related field. ATD APTD/CPTD or comparable credential. Successful completion of VILT producer training. Familiarity with SCORM/xAPI terms, evaluation basics (Kirkpatrick Levels 1–2), and entry-level data/reporting for L&D. Experience coordinating external vendors (SOWs, schedules, deliverables) and supporting RFP steps with Procurement. Awareness of accessibility and data-privacy expectations for learning (e.g., ADA/Section 508; GDPR when applicable).