Event Coordinator

HW media • Dallas, TX

5h • Hybrid

About The Position

The Event Coordinator will support the Senior Events Manager in planning and executing our flagship annual conference, The Gathering, as well as one-day summits in Dallas and recurring Engage Local executive dinners across the country. This role is hands-on and detail-oriented, with a strong focus on logistics, vendor coordination, and creating a high-end experience for attendees and sponsors.

Requirements

• 1–2 years of professional experience in event coordination, event planning, marketing, or related role (agency, corporate, or hospitality experience a plus).
• Experience working with venues and vendors (AV, catering, hotels, restaurants, etc.).
• Strong project management and organizational skills with close attention to detail.
• Comfortable working on multiple events and timelines simultaneously.
• Excellent written and verbal communication skills; professional and confident in executive-facing situations.
• Ability and willingness to travel approximately once per month for Engage Local dinners and be on your feet for extended periods during events.
• Proficient with basic office tools (Google Workspace or Microsoft Office).

Nice To Haves

• Agency, corporate, or hospitality experience a plus.
• Experience with event or CRM tools is a plus.

Responsibilities

• Assist the Senior Events Manager with end-to-end planning and execution of our annual event, The Gathering, and all one-day summits in Dallas.
• Coordinate with external vendors (AV, F&B, décor, rentals, etc.) on proposals, timelines, and on-site delivery.
• Support development of event run-of-show, production schedules, and staffing plans.
• Assist with registration processes, attendee communications, and on-site check-in.
• Support post-event processes, including: Collecting and organizing attendee feedback and survey responses. Compiling event performance metrics (attendance, satisfaction scores, NPS, sponsor feedback, etc.). Creating recap materials and reports to share with leadership.
• Source, evaluate, and secure venues that align with our brand and executive-level audience.
• Coordinate all pre-event logistics, including menus, AV needs, room setup, and vendor timelines.
• Manage invitation lists and RSVPs; track attendance and ensure accurate guest information.
• Draft and send event communications (invitations, confirmations, reminders, and follow-up).
• Travel approximately 1x per month to serve as the lead on-site representative for Engage Local dinners.
• Oversee on-site execution, including vendor coordination, guest check-in, timing of program, and real-time problem solving, to ensure a flawless and high-end attendee and sponsor experience.

Benefits

• 401(k) with employer match
• Comprehensive benefits package including health, dental, vision, and ancillary insurance options
• Unlimited PTO
• Paid Parental Leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed