Event Coordinator (Part Time)

FlightSafety International•Columbus, OH

9d•Onsite

About The Position

The Event Coordinator is a part-time position that provides essential administrative and operational support to the FlightSafety Events Team, ensuring smooth planning, documentation, and execution of small in-person events and select U.S. tradeshows. While this role is primarily administrative and office-based, it includes periodic travel to support onsite logistics, event registration, and basic booth setup needs. The ideal candidate is organized, detail-driven, and comfortable supporting a high-volume events calendar, while also stepping in for hands-on tasks during travel as needed.

Requirements

Bachelor’s degree
3+ years of experience in administrative support or event coordination (global marketing environment a plus).
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong organizational, communication, and prioritization skills.
Experience tracking budgets, managing documents, or supporting project workflows.
Comfortable interacting with colleagues at all levels.
Ability to demonstrate prior experience supporting or coordinating events, operations, or administrative functions through examples of planning documents, processes, or logistics management.
Highly organized, dependable, and detail-oriented, with strong administrative and project coordination skills.
Comfortable balancing multiple tasks, deadlines, and communication streams in a fast-paced environment.
Ability to anticipate needs and support the team before issues arise.
Positive, solution-oriented, and collaborative with internal teams and external partners.

Nice To Haves

Experience with Concur, Monday.com, or Smartsheet preferred but not required.

Responsibilities

Provide day-to-day administrative support for the Events Team, including scheduling, document preparation, expense tracking, and vendor coordination.
Maintain accurate event files and ensure all documentation is organized and saved in the appropriate shared department folders.
Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews.
Support the coordination of event registrations, attendee lists, internal communications, and briefing documents.
Assist with processing payments, managing contracts, and tracking project milestones.
Support the Events Team and internal stakeholders with pre-event planning, including reviewing exhibit kits, gathering requirements, and placing show orders.
Coordinate shipments with the DFS warehouse and track all inbound and outbound event materials.
Assist with creating event recaps, feedback summaries, and follow-up reporting.
Coordinate and set up smaller events.
Work with the Marketing team on event-related tasks such as promotional materials, booth graphics updates, registration forms, and website/advertising content.
Communicate professionally with vendors, partners, and internal teams to support seamless planning.
Travel to select events to support onsite coordination, registration management, vendor check-in, and basic event setup or packing tasks.
Assist with unpacking small materials, organizing displays, and providing general onsite support as needed.
Ensure event materials are returned, documented, and restocked post-event appropriately.
Support additional administrative projects and department initiatives as assigned.