Event Coordinator

Messenger International•Franklin, TN

9d•Onsite

About The Position

Messenger International is a ministry dedicated to developing uncompromising followers of Christ who transform the world. The Event Coordinator advances the organization’s vision by executing organized, hospitable event experiences that allow guests and internal teams to focus on mission, ministry, and relational engagement. The role coordinates event logistics from contracting through post-event debrief, working with internal stakeholders, venues, and vendors to deliver events according to agreed requirements. The position is based in the Nashville, Tennessee area and requires up to 20% travel, primarily within the United States, including an estimated one to three international events per year. Trips typically last from two days to three weeks and may involve extended days, evenings, weekends, and overnight stays. This is a full-time, non-exempt position with a 40-hour work week and potential occasional overtime. The pay range is $29–$34 per hour, depending on qualifications and experience.

Requirements

At least 3 years of event planning and/or event operations experience.
Experience planning and executing live events involving multiple vendors, timelines, and logistical dependencies.
Demonstrated accountability for event outcomes from planning through completion.
Experience managing vendors, deliverables, issue resolution, and negotiations.
Highly organized and detail-oriented, with strong checklist, documentation, and follow-through discipline.
Ability to manage multiple tasks, deadlines, communications, and changing priorities under pressure.
Sound judgment and effective logistical and creative decision-making in real time.
Ability to proactively identify risks, resolve problems, and escalate issues appropriately.
Ability to build strong vendor relationships and negotiate effectively with external partners.
Clear, professional communication with team members, vendors, and external contacts.
Ability to collaborate while demonstrating initiative and independent problem-solving.
Comfort reviewing event budgets, invoices, contracts, schedules, and operational records for accuracy.
Willingness and ability to travel and work occasional evenings or weekends as event schedules require.
Must be able to present evidence of identity and legal right to work in the United States.
Must possess, or be able to obtain before international travel is required, valid travel documents such as a passport and meet entry and U.S. re-entry requirements.
Must acknowledge Messenger International’s Statement of Faith, Staff Covenant/Lifestyle Agreement, and employee handbook policies and procedures.
Ability to function independently and speak; ability to lift up to 25 pounds, with or without assistance; ability to sit, stand, and walk for extended periods.

Nice To Haves

Bachelor’s degree in event management, hospitality, business, communications, or a related field; equivalent relevant experience may be considered.

Responsibilities

Coordinate event logistics from contract through post-event debrief.
Partner with internal stakeholders to clarify event objectives and requirements and convert them into actionable logistics plans.
Serve as the primary point of contact for venues and vendors, communicating requirements, responsibilities, timelines, and changes.
Negotiate with vendors and coordinate contracted terms, timelines, and deliverables.
Coordinate contracts, banquet event orders (BEOs), catering, rentals, room blocks, seating charts with the executive liaison, rooming logistics, and ground transportation.
Develop and maintain run-of-show documents, checklists, timelines, and dependency records; identify and mitigate risks and escalate issues as needed.
Inspect event spaces and logistics setups for readiness and alignment with event requirements before and during events.
Lead load-in and load-out activities and coordinate on-site vendor execution.
Monitor event activities and resolve real-time logistical issues to protect the guest experience.
Review bills and invoices for accuracy, track logistics budgets and vendor payments, and maintain organized event financial and logistics records.
Support the Development team with registration logistics and on-site registration execution.
Coordinate event-specific app content, attendee communications, and on-site messaging.
Translate approved creative direction into event layouts, setups, and on-site execution.
Provide timely logistics updates on progress, decisions, risks, and issues requiring escalation.
Participate in post-event debriefs, identify lessons learned, and recommend practical improvements to event logistics and vendor coordination.
Perform other related work as assigned.