Event Specialist

Baldwin Group Colleague•Tampa, AL

16h

About The Position

The Events & Sponsorships Specialist supports the planning, coordination, and on-site execution of Baldwin-hosted events and brand-sponsorship activations. This role provides logistical and administrative support for internal events, annual meetings, and client conferences, with lead responsibility for smaller events (fewer than 50 colleagues and smaller in scope). Working with growing independence, the Specialist maintains event timelines, coordinates vendors, tracks budgets and RSVPs, and serves as a liaison to the Communications team to ensure every event and sponsorship touchpoint reflects the Baldwin brand.

Requirements

Working knowledge of event-planning fundamentals, including venue selection, catering coordination, vendor sourcing, and day-of logistics.
Ability to manage multiple event timelines and competing priorities simultaneously while meeting strict deadlines.
Strong written and verbal communication skills, with the ability to draft clear attendee and stakeholder communications and liaise effectively with internal partners such as the Communications team.
Demonstrated attention to detail in maintaining accurate timelines, RSVP lists, budgets, and event records.
Ability to build and sustain productive relationships with external vendors, suppliers, and partners.
Basic budget-management skills, including tracking spend against estimates and flagging variances to the Sponsorship & Events Manager.
Proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint).

Nice To Haves

Experience with Canva, Monday.com, or event management software is a plus.
Insurance or financial services experience is a plus.

Responsibilities

Support the planning, coordination, and logistical execution of internal events, annual meetings, and client conferences, providing lead guidance on smaller events (fewer than 50 colleagues and smaller in scope).
Make recommendations on hotel and venue selection, catering, and activities to support event decision-making.
Maintain event timelines and due dates within the team's project management systems, flagging risks to deadlines proactively.
Work in coordination with Events Managers on event logistics, asset delivery, and on-site and off-site event details.
Assist with department representation at on-site and off-site events, ensuring contracted elements are fully executed.
Support the execution of activations tied to Baldwin's brand sponsorships, coordinating logistics, materials, and timelines alongside the Sponsorship & Events Manager.
Maintain a consistent timeline of communication for assigned events and sponsorship activations to keep stakeholders informed.
Source proposals for events and sponsorship activations, and assist in vendor management and ongoing vendor communications.
Establish and maintain strong relationships with external vendors, suppliers, and partners to support effective event and sponsorship execution.
Support budget tracking for assigned events, monitoring spend against approved estimates and flagging variances.
Serve as a liaison with the Communications team on assigned events and activations, keeping messaging and materials aligned.
Draft attendee and stakeholder communications and manage RSVP tracking for assigned events.
Organize and maintain digital project files, records, and the firm's events calendar throughout the year.
Contribute to the monthly events reporting process, compiling status updates and outcomes for review.