Event & Project Coordinator

Texas Methodist Foundation•Austin, TX

About The Position

The Events and Project Coordinator plays a key support role on TMF’s Learning and Innovation team. This position assists in the coordination and execution of live and virtual events, ensuring all logistical and administrative aspects are handled efficiently. The coordinator helps manage details such as participant registration, travel coordination, materials preparation, and data tracking. This role also contributes to team operations by supporting communications, vendor coordination, and ongoing project tasks.

Requirements

Strong organizational skills with attention to detail.
Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Effective verbal and written communication.
Friendly and professional demeanor; strong customer service orientation.
Familiarity with Microsoft Office Suite and cloud-based tools (e.g., Google Drive).
Willing to learn Salesforce and virtual event platforms.
Ability to work occasional evenings or weekends during event execution.
A team player with a positive attitude and a proactive mindset.

Responsibilities

Assist with planning and coordination of logistics for live and virtual events.
Support attendee registration, travel and lodging arrangements, and meal coordination.
Prepare and pack event materials such as handouts, name tags, signage, and hospitality supplies.
Maintain event records, spreadsheets, and checklists to ensure timelines are met.
Help track event attendance, compile participant information, and assist in data entry in Salesforce and other tracking programs.
Assist with creating and proofreading communication materials for events (emails, schedules, etc.).
Process and track invoices and payments for event vendors, facilitators, and participants.
Provide administrative support related to vendor and speaker/facilitator coordination.
Help with sending contracts and collecting banking information and W-9s.
Provide real-time support during events, either in-person or virtually including setup, check-ins, material distribution, and troubleshooting.
Assist with A/V and platform setup under direction from the Program Manager or Event Manager.
Participate in team meetings and contribute to post-event debriefs.
Support general Learning and Innovation team projects as needed, including data organization and the coordination and scheduling of L&I-related project meetings.
Help identify opportunities for improving administrative workflows and event preparation processes.