Event Coordinator -LTRC

Louisiana State University

34d•Onsite

About The Position

The Event Coordinator is responsible for overseeing multiple concurrent conferences and meetings and serves as the central point of coordination for all planning and on-site execution. The purpose of this role is to manage vendor relationships and contract execution while ensuring events are delivered seamlessly from initial planning through completion. This position supports the planning, coordination, and execution of meetings, conferences, workshops, and special events on behalf of the agency. The Senior Event Coordinator assists in managing all aspects of event logistics, including coordination with vendors and venues, to ensure events are conducted efficiently, professionally, and in full compliance with state policies and procedures. The role works closely with agency staff, external partners, and other government entities to align objectives, facilitate communication, and ensure successful event outcomes.

Requirements

Bachelor's Degree
A valid driver's license.
Candidates who have relevant experience in key job responsibilities are encouraged to apply— a degree is not required as long as the candidate meets the required years of experience specified in the job description.
Requires an MVR.
Subject to drug screens per PS-67.
Requires a physical.
Must have valid U.S. work authorization at the time of hire and maintain that valid work authorization throughout employment.

Nice To Haves

7 years of related experience
State governmental meeting and planning experience
Contract management experience
Budget management experience
Event planning experience
State Governmental Meeting and Planning Certification

Responsibilities

Serves as the primary coordination point between committee chairs and the Conference Manager by tracking deliverables, maintaining timelines, and facilitating communication.
Clarifies expectations, monitors progress toward established deadlines, and escalates risks or delays to the Conference Manager as needed.
Supports committee chairs in executing assigned programmatic and logistical responsibilities by ensuring alignment with overall event plans and operational requirements.
Ensures consistent execution, quality standards, and smooth operations before, during, and a conference through cross-functional collaboration.
Works closely with internal staff prior to each event to assess program requirements and translate those needs into comprehensive Banquet Event Orders (BEOs), room layouts, and detailed logistical plans.
Responsible for coordinating the full contract lifecycle, including drafting, reviewing, negotiating, and finalizing agreements to ensure all event details are accurately documented and aligned with organizational objectives.
Manages event space contracts for conferences, meetings, and special events, ensuring venues can support room configurations, audiovisual needs, catering services, and operational timelines.
Oversees hotel contracts, such as guest room blocks.
Oversees the financial planning and execution of conferences and events, including creating committee budget documents and tracking overall event budgets.
Processes invoices, manages payments, and maintains accurate financial records to ensure accountability and compliance.
Develops and monitors event timelines, budgets, and resource plans, proactively addressing variances to ensure events are delivered on time and within approved budgets.
Assists Event Manager in the execution of event contracts and overall event coordination, ensuring contractual obligations and operational plans are carried out as intended.
Provides on-site leadership by coordinating and supervising event staff, contractors, and volunteers, delivering clear direction, training, and real-time support.
Monitors event flow, addresses issues as they arise, and maintains communication with vendors and internal teams to ensure smooth operations.
Ensures high-quality, well-organized event experience for all participants through hands-on management and problem-solving.
Performs other duties as assigned.