Event Coordinator

All4•Durham, NC

1d•Hybrid

About The Position

ALL4 is seeking an experienced, detail- and logistics-oriented Event Coordinator to lead the planning, coordination, and execution of a diverse portfolio of conferences and events that support business growth, brand visibility, recruiting, and client engagement. This role is ideal for a collaborative and creative professional with 3-5 years of experience managing complex events and cross-functional teams in a fast-paced, consulting or professional services environment. Typical conference events attended by ALL4 are coordinated by associations and corporate partners. In addition, ALL4 plans and hosts client events, workshops, and other engagements for both external and internal audiences. The Event Coordinator will play a central role in executing ALL4’s structured conference and event process, ensuring consistency, efficiency, and measurable impact across >100 events annually. The preferred location for this role is ALL4’s Raleigh Office; however, we are open to consider other physical ALL4 office locations.

Requirements

Bachelor's degree in Event Management, Marketing, Communications, or related field — or equivalent professional experience.
3-5 years of professional event planning experience, preferably in consulting, engineering, or professional services.
Proven experience managing conferences, trade shows, and corporate events.
Strong experience with budgeting, vendor management, and contract negotiation.
Familiarity with CRM systems and event performance tracking.
Proficiency in Microsoft Office, Adobe Creative Suite, Canva, and event management tools.
Exceptional attention to detail and logistics management.
Strong project management and organizational skills.
Creative problem-solving and adaptability in dynamic environments.
Collaborative mindset with ability to influence cross-functional teams.
Strong interpersonal and communication skills.
Ability to manage multiple complex events simultaneously.
Ability to travel as needed (25-35%).

Responsibilities

Execute ALL4’s annual conference and event calendar, ensuring alignment with approved budgets and strategic objectives.
Coordinate event approvals and modifications in collaboration with Marketing leadership and internal stakeholders.
Lead development and submission of Event Planning Forms, including goals, logistics, estimated costs, and success metrics.
Facilitate and lead event planning meetings with Marketing, BizAdmin, and event leaders to finalize logistics and execution plans.
Plan and manage all aspects of events including conferences, trade shows, workshops, sponsorships, client events, recruiting events, and internal gatherings.
Oversee logistics including: Venue coordination, travel, shipping, booth setup, and materials; Sponsorship execution and networking opportunities; On-site staffing coordination and schedules.
Ensure all event materials (booth, handouts, videos, signage) are prepared, updated, and aligned with branding standards.
Partner with Marketing on messaging, materials, and promotion; BizAdmin on logistics, budgeting, and tracking; Technical staff on abstract submissions and presentations; Human Relations and Recruiting to identify prospects and strategic hires.; Global Growth Team to share attendee lists and coordinate pre-event outreach strategies to maximize business development opportunities.
Manage and track abstract submission deadlines and coordinate with technical teams to ensure timely, high-quality submissions.
Support development of presentations, promotional materials, and event-specific content.
Ensure consistent use of CRM tools (e.g., Deltek Vantagepoint) for lead capture and engagement tracking during events.
Define and track key performance metrics for each event.
Maintain organized documentation and event files within shared systems (e.g., Box).
Serve as or support the event leader on-site, ensuring smooth execution of all activities.
Troubleshoot issues in real time and ensure a high-quality attendee and team experience.
Oversee engagement tracking and data collection during events.
Lead post-event debrief meetings to evaluate outcomes, ROI, and opportunities.
Develop actionable follow-up plans and recommendations.
Ensure completion of debriefs to inform future event selection and strategy.
Uphold and continuously improve ALL4’s conference and event processes.
Participate in monthly coordination meetings with Marketing and BizAdmin to address challenges and optimize execution.
Maintain high standards for organization, documentation, and communication across all events.