Strategic Events Coordinator

Phibro•Quincy, MA

3d•Remote

About The Position

The Strategic Events Coordinator is an integral part of our Marketing team based out of our US - Quincy, IL - Remote site, but a remote option is available. The Strategic Events Coordinator is a detail-oriented professional who supports the planning, coordination, and execution of live, virtual, and hybrid events. This role requires strong organizational and communication skills, with a focus on logistics, vendor coordination, and attendee experience. The ideal candidate thrives in fast-paced environments, works well within cross-functional teams, and brings creativity and precision to every event.

Requirements

Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or related field; or equivalent experience.
1–2 years of experience supporting events, tradeshows, or meetings.
Familiarity with event management software (e.g., Cvent, Eventbrite, Splash, Exhibit Day) and Microsoft Office Suite.
Strong communication and organizational skills.
Ability to manage multiple tasks and deadlines.
Detail-oriented with a proactive mindset.
Willingness to work evenings, weekends, and travel as needed.

Nice To Haves

Certifications such as CMP, CSEP, or DES are a plus.
Experience with virtual event platforms and technology.
Familiarity with design tools and social media platforms.
Multilingual or international event experience.

Responsibilities

Assist in developing event goals, themes, and formats in collaboration with internal stakeholders.
Contribute ideas based on industry trends and audience insights.
Maintain project timelines, task lists, and status updates.
Support the execution of event plans and ensure deliverables are met on schedule.
Research and recommend venues, coordinate site visits, and assist with logistics such as catering, audio-visual needs, décor, transportation, and accommodations.
Communicate with vendors and service providers to gather quotes, confirm bookings, and ensure timely delivery of services.
Support budget development and tracking.
Process invoices and monitor expenses to ensure alignment with financial goals.
Collaborate with marketing teams to assist in promotional efforts, including email campaigns, social media, and printed materials.
Manage registration platforms, maintain attendee lists, and support check-in processes to ensure a smooth experience.
Assist with speaker outreach, scheduling, and session logistics.
Help prepare materials and coordinate program details.
Provide on-site assistance during events, including setup, staff coordination, and troubleshooting.
For virtual events, help manage platforms and participant engagement tools.
Support the development of contingency plans and ensure events meet health, safety, and accessibility standards.
Collect feedback, assist in analyzing event outcomes, and contribute to post-event reports and recommendations.