Senior Events Coordinator
About The Position
Oak Harvest is seeking a highly organized, detail-oriented, and proactive Senior Events Coordinator to join our growing Marketing team. This role is ideal for someone who thrives in fast-paced environments, enjoys creating exceptional experiences, and can confidently manage both the logistics and relationships that make events successful. At Oak Harvest, events are a key part of how we educate, engage, and build long-term relationships with clients and prospects. From educational seminars and client appreciation events to workshops and webinars, this role will help bring our brand experience to life across more than 90 annual events. If you love balancing creativity with execution, vendor management with client experience, and strategy with organization, we’d love to meet you.
Requirements
- 5+ years of experience in event coordination, hospitality, marketing operations, or related fields
- Experience managing multiple events and deadlines simultaneously
- Strong organizational and project management skills
- Ability to stay calm under pressure and solve problems in real time
- Strong written and verbal communication skills
- Experience with CRM systems, event software, spreadsheets, and project management tools
- Professional, polished, and service-oriented mindset
- Ability to work occasional evenings and attend local events as needed
Nice To Haves
- Experience with venue sourcing, vendor management, and contract negotiation preferred
Responsibilities
- Coordinate and execute 90+ annual events from planning through post-event follow-up
- Manage venue logistics, catering, AV, registration, signage, seating, timelines, and event materials
- Support both in-person and virtual event execution
- Ensure every event reflects Oak Harvest’s high-touch client experience standards
- Assist with on-site event management including setup, guest experience, troubleshooting, and breakdown
- Research, vet, and recommend venues based on event goals, audience experience, logistics, and budget
- Manage direct mail invitation campaigns for seminars, workshops, client events, and special programs from planning through delivery, coordinating timelines, audience targeting, production, mailing, and registration launches.
- Build and maintain relationships with venues, caterers, AV teams, and event vendors
- Negotiate pricing, contracts, and vendor agreements to maximize value and efficiency
- Manage vendor timelines, deliverables, invoicing, and communication
- Manage registration workflows and attendee data within CRM and event systems
- Maintain accurate attendee records, waitlists, follow-up workflows, and reporting
- Organize and maintain event research, vendor databases, pricing comparisons, and operational documentation
- Track event budgets, expenses, reconciliation, and reporting metrics
- Track campaign performance, registration trends, and vendor results to help improve future event marketing efforts and attendance goals.
- Partner closely with Marketing, Advisors, Business Development, and Operations teams
- Work closely with internal teams and external vendors, including mail houses, printers, and list providers, to ensure invitations are accurate, compliant, and delivered on time.
- Support lead flow, appointment coordination, and post-event follow-up processes
- Help improve SOPs, checklists, systems, and event workflows as the department continues to scale
- Identify opportunities to improve attendee experience, efficiency, and event ROI
Benefits
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off and holidays
- Professional development opportunities
- Hybrid work environment
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
