Part Time Event Coordinator (Administrative)

FlightSafety International•Columbus, OH

48d

About The Position

The Event Coordinator is a part-time role providing administrative and operational support to FlightSafety International’s Events Team. The position supports planning, documentation, budgeting, registrations, procurement, vendor coordination, and event logistics. It is primarily administrative and office-based, with periodic local travel to assist with onsite logistics and event registration. The role supports a high-volume events calendar and may also involve hands-on event tasks as needed. The coordinator works with the Events Team, Marketing, internal stakeholders, vendors, partners, and the DFS warehouse to support event preparation and execution. Duties include maintaining organized event files, preparing and managing event documentation, tracking payments and milestones, coordinating shipments and catering, supporting local events, and assisting at select events onsite. The position may also support additional administrative projects and department initiatives as assigned.

Requirements

Associate degree or at least 3 years of experience in an administrative role.
At least 3 years of experience in administrative support or event coordination.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Strong organizational, communication, and prioritization skills.
Experience tracking budgets, managing documents, or supporting project workflows.
Comfort interacting with colleagues at all levels.
Ability to demonstrate prior experience supporting event 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.
Ability to balance multiple tasks, deadlines, and communication streams in a fast-paced environment.
Ability to anticipate needs and support the team proactively.
Positive, solution-oriented, and collaborative approach with internal teams and external partners.
Ability to meet the position’s physical demands, including lifting and moving event materials up to 50 pounds occasionally.
Ability to comply with applicable export-control requirements; the posting states the role may require qualifying as a U.S. Person or otherwise obtaining export authorization.
May be required to obtain and maintain a U.S. Government security clearance for the duration of employment.

Nice To Haves

Experience in a global marketing environment.
Experience with Concur, Monday.com, or Smartsheet.

Responsibilities

Provide day-to-day administrative support to the Events Team, including scheduling, document preparation, expense tracking, procurement, and vendor coordination.
Maintain accurate event files and organize documentation in appropriate shared department folders.
Prepare and manage event timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews.
Support event registrations, attendee lists, internal communications, and briefing documents.
Assist with processing payments, managing contracts, and tracking project milestones.
Support pre-event planning, including reviewing exhibit kits, gathering requirements, and placing show orders.
Coordinate shipments with the DFS warehouse and track inbound and outbound event materials.
Assist with event recaps, feedback summaries, and follow-up reporting.
Coordinate and set up smaller local events.
Work with the Marketing team on event-related tasks, including registration forms, procurement management, and Concur Expense and Invoicing.
Attend conference calls and marketing team meetings as needed.
Coordinate catering orders and manage catering for local and onsite events.
Communicate with vendors, partners, and internal teams to support event planning.
Attend select events to support onsite coordination, registration management, vendor check-in, and basic event setup or packing.
Unpack small materials, organize displays, and provide general onsite support as needed.
Ensure event materials are returned, documented, and restocked after events.
Support additional administrative projects and department initiatives as assigned.