Events Coordinator

ZEISS•Wixom, MI

3d•Hybrid

About The Position

The Events Coordinator is responsible for planning, coordinating, and executing trade shows, customer events, and internal events supporting the Trade Show and Events Manager. This role serves as a central point of coordination across internal teams, vendors, logistics partners, and external stakeholders to ensure events are delivered on time, on budget, and to a high standard of quality. 30-40% travel is required for this position. This is a hands‑on, detail‑driven role that requires strong organization, proactive communication, and a high level of ownership. The ideal candidate anticipates needs, manages complexity with confidence, and takes pride in ensuring events run smoothly from planning through execution.

Requirements

Minimum 3 years of experience coordinating trade shows, customer events, or large‑scale events
Demonstrated experience managing event logistics, shipping, and on‑site execution
Strong organizational skills with the ability to manage multiple projects simultaneously
Excellent written and verbal communication skills
High attention to detail and strong follow‑through
Willingness to travel as required to support events (30-40% travel required)
Ability to perform occasional light lifting associated with event organization, setup, and teardown
Experience using Microsoft 365 (Outlook, Teams, Excel, PowerPoint, OneNote)
Experience using task and project management tools (e.g., Planner or similar)
Experience using event registration and lead capture systems
Experience using inventory tracking and asset management tools
Experience using shipping and logistics coordination tools
Experience using collaboration platforms such as SharePoint

Nice To Haves

Experience using Adobe design tools (e.g. Photoshop)
Experience working in a B2B, industrial, or technical environment
Experience managing shared marketing assets across multiple events
Comfort coordinating across cross‑functional teams and external vendors
Strong problem‑solving skills and ability to remain calm under pressure

Responsibilities

Coordinate end‑to‑end planning and execution for trade shows, customer events, and internal events
Manage event timelines, task lists, milestones, and deliverables from initial planning through post‑event follow‑up
Support on‑site event execution, including setup, teardown, and day‑of coordination
Work closely with logistics, shipping, and warehouse partners to ensure timely delivery and return of event materials and equipment
Coordinate shipping, receiving, storage, and transportation of event assets
Support occasional light lifting of event materials and equipment as part of setup and teardown
Manage and maintain inventory of marketing trade show assets, including equipment, displays, signage, and promotional materials
Track asset location, condition, and availability using inventory management tools
Ensure assets are properly prepared, packed, shipped, returned, and stored after each event
Serve as the primary point of contact for event‑related communication
Provide clear, timely updates to internal stakeholders regarding timelines, requirements, and changes
Proactively identify risks, communicate issues early, and coordinate solutions
Partner with marketing, sales, product, service, facilities, IT, and external vendors to align on event requirements
Coordinate staffing plans, badge registration, schedules, show services, and on‑site support
Ensure vendors and internal teams understand scope, expectations, and deadlines
Assist with other marketing campaigns and projects as needed