Event Coordinator, City & State Pennsylvania

Government Executive Media Group LLC•Philadelphia, PA

1d•$50,000 - $80,000

About The Position

City & State is the premier media organization dedicated to covering Pennsylvania’s local and state politics and policy. Our in-depth, non-partisan coverage serves Pennsylvania’s leaders every day as a trusted guide to the issues impacting the state. We offer round-the-clock coverage through our award-winning commentary and analysis, weekly publications, daily e-briefs, events, podcast interviews, and more. City & State is seeking an organized and driven Event Coordinator to join our team. In this role, you will be a critical player in putting together 20-30 events each year. As the Event Coordinator, you will report directly to the Director of Events.

Requirements

Bachelor’s degree or its equivalent required
Minimum 2-8 years of related experience in event planning, community development, or educational programming
Excellent customer service orientation with ability to build and foster relationships with diverse constituencies
Strong communication and interpersonal skills, including proficient writing and computer skills, and strength in analytical and reasoning skills
Ability to work effectively in a fast-paced, team-based, service-oriented environment
Ability to exercise good judgment, work productively under deadlines, and carry out multiple tasks with minimal supervision
Exceptional attention to detail and the ability to perform non-routine work with changing priorities and collaborating parties, while maintaining a high level of customer service and professionalism in a fast-paced environment
Ability to successfully represent the company to high-profile event stakeholders
Computer literacy, including proficiency in the Microsoft Office Suite
Desire to work in a collaborative environment that values teamwork, innovation, creative problem-solving, and community engagement
Must be able to work at all events, including sometimes evenings, as event schedule dictates

Responsibilities

Create Website
Create Eventbrite/Zoom Pages
Continuously Track Attendance
Post-event website updates
Assist in all areas of Marketing/Promotion to grow the audience for each event
Responsible for coordinating and updating all promotional emails, sending out post- event email, and posting event recording
Collecting Speaker Bios/Photos
Adding bios & photos, Airtable & website
Initial Speaker Email sent with event details
Contact information collected
Sending out Zoom links
Confirming details with speakers
Creating/Updating Run of Show
Writing Script for Emcee
Coordinating Practice Sessions for Speakers
Finding moderators for all panels and assisting them with organizing prep sessions
Sponsorship Implementation (logos added to website, speakers coordinated, attendee lists to sponsors, attendee connections, etc.)
Ordering supplies, awards, and coordinating messenger services to and from events
Updating sales team on registration numbers
Keeping track of registration lists
Updating attendee list post-events with details
Responsible for on-site set up and day before preparation, including helping prepare event materials such as badges, signage, and printed collateral
Responsible for storing all supplies and making sure they arrive on time to all events
Provide day-to-day administrative support to the events team