Event Coordinator (On-Site)

Cuhaci Peterson•Orlando, FL

5d•Onsite

About The Position

The Event Coordinator provides administrative, operational, and event coordination support for the Marketing Department of an architecture and engineering firm. This role coordinates business development, recruiting, employee engagement, client, community, and corporate events while supporting the day-to-day execution of marketing initiatives. The successful candidate is highly organized, detail-oriented, and service-oriented, with the ability to manage multiple priorities in a fast-paced professional services environment.

Requirements

Associate's or Bachelor's degree in Marketing, Communications, Business Administration, Event Management, or a related field preferred.
Two or more years of experience in marketing coordination, event planning, administrative support, or a related role.
Experience supporting architecture, engineering, construction, professional services, or business-to-business organizations preferred.
Strong organizational and project management skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and event management platforms.
Ability to manage multiple priorities and deadlines with minimal supervision.
Strong interpersonal and customer service skills.
Ability to maintain confidentiality and exercise sound professional judgment.

Responsibilities

Support the day-to-day operations of the Marketing Department by providing administrative, organizational, and project coordination assistance.
Manage departmental schedules, communications, documentation, budgets, and marketing resources to ensure efficient execution of marketing initiatives and departmental objectives.
Serve as the primary administrative support resource for the Marketing Department.
Maintain departmental calendars, event schedules, project trackers, and marketing activity timelines.
Coordinate meetings, agendas, presentations, and departmental communications.
Prepare reports, correspondence, event summaries, and presentation materials.
Track budgets, invoices, sponsorship commitments, vendor agreements, and purchase requests.
Maintain organized marketing assets, event records, photographs, and departmental documentation.
Support special projects and operational initiatives as assigned.
Assist Marketing leadership with administrative and organizational needs.
Support the firm's business development efforts through the coordination of conferences, trade shows, industry events, client functions, and networking opportunities.
Manage sponsorship administration, venue selection, and vendor management for business development events.
Handle registration management and attendee tracking for business development events.
Coordinate marketing collateral, branded materials, and promotional items for business development events.
Provide travel logistics support as assigned for business development events.
Offer on-site event support and execution for business development events.
Conduct post-event reporting and performance tracking for business development events.
Partner with Business Development leaders to maximize the firm's visibility within target industries, markets, professional associations, and client communities.
Partner with People & Culture, hiring managers, and technical leaders to coordinate recruiting activities that support the firm's talent acquisition strategy.
Coordinate career fairs, university and campus recruiting events, and internship and co-op recruiting initiatives.
Manage candidate engagement activities and recruiting material preparation and distribution.
Provide scheduling and logistical support for recruiting events.
Handle candidate follow-up communications.
Coordinate and support employee engagement, professional development, and company culture initiatives through the planning and execution of firm-sponsored events, meetings, and programs.
Serve as the primary coordinator for office-based event spaces and related activities, ensuring facilities are effectively utilized to support employee engagement, training, client meetings, industry networking, and community outreach.
Coordinate employee engagement, professional development, and company culture events, including Employee Appreciation Day, Company Spring Picnic, Quarterly Offsites, Architecture Summit, Engineering Summit, Sales Summit, Project Management Workshops, Leadership Meetings, Employee Recognition Programs, Team-Building Activities, and Holiday Celebrations.
Manage office-based event calendars, scheduling, and space utilization.
Coordinate event requests, approvals, and logistical requirements.
Oversee vendor, catering, audiovisual, and facility arrangements for internal events.
Manage registrations, invitations, attendee communications, and event materials for internal events.
Coordinate room setup, event execution, and onsite support for internal events.
Track facility utilization and recommend opportunities to increase employee, client, and community engagement.
Support approved internal and external events that enhance collaboration, strengthen professional relationships, and maximize the value of the firm's office facilities.
Manage event budgets, invoices, sponsorships, and related administrative documentation for internal events.
Conduct post-event evaluations and provide recommendations for continuous improvement for internal events.
Provide administrative and event coordination support to the Development Department and other business units as assigned.
Coordinate meetings and calendars for the Development Department.
Assist with event planning and logistics for the Development Department.
Prepare presentations, reports, and materials for the Development Department.
Support stakeholder and donor events.
Handle administrative recordkeeping and documentation for the Development Department.
Coordinate vendors and facilities for the Development Department.
Provide general operational support to the Development Department.
Coordinate community involvement activities through the firm's charitable giving, volunteer engagement, and community partnership programs.
Manage event intake and evaluation for community engagement events.
Coordinate sponsorships for community engagement events.
Manage volunteer recruitment and management for community engagement events.
Track budgets and reporting for community engagement events.
Handle community partner communications.
Manage event logistics and execution for community engagement events.
Report on participation and impact for community engagement events.
Identify opportunities for employees, clients, and community partners to engage in initiatives that support the firm's values and community impact goals.
Coordinate office celebrations, holiday gatherings, client appreciation events, ribbon cuttings, open houses, and other company-sponsored functions in accordance with approved budgets and company guidelines.
Manage venue and vendor coordination for celebrations and client events.
Oversee event planning and logistics for celebrations and client events.
Administer and track budgets for celebrations and client events.
Manage guest registration and communications for celebrations and client events.
Provide event execution and onsite support for celebrations and client events.
Conduct post-event evaluation and reporting for celebrations and client events.