Event Coordinator Jobs

About The Position

Requirements

• Experience in event coordination.
• Ability to work across multiple project management tools and storage platforms such as Dropbox, Asana, Jig, SharePoint, Slack, and Outlook.
• Responsibly tracks work-related time, submitting a detailed weekly timesheet.
• Demonstrates the ability to carry on a professional, productive conversation with co-workers, vendors, and clients.
• Extremely organized and detail-oriented.
• Consistently punctual and responsive.
• Ability to remain calm under pressure, make necessary decisions, and maintain a customer service mindset.
• Strong desire to learn many facets of the business.
• Team player.
• Responds to direct, immediate requests from the manager.
• Ability to multitask and prioritize work to meet deadlines and multiple requests.
• Excellent verbal and written communication skills.
• Strong problem-solving skills.
• Adheres to all company policies, procedures, and business ethics codes.

Nice To Haves

• Familiarity with virtual event platforms, webinar technology, and attendee engagement tools is preferred.
• 2–5 years of experience coordinating and managing virtual and/or in-person events.
• Experience managing webinars, virtual career fairs, online trainings, or livestream events.
• Experience utilizing project management tools.
• Experience coordinating events for any of the following industries: Recruiting, Marketing, Branding, or Federal Government.
• Experience managing budgets and tracking expenses.
• Bachelor’s degree in Business, Meeting/Event Planning, Communications, Marketing, or a related field.
• Willingness to travel domestically up to 25-40%.

Responsibilities

• Coordinate virtual events, including webinars, virtual career fairs, online trainings, livestreams, and digital engagement programs.
• Manage event registration, attendee communications, speaker coordination, and event reporting.
• Create event briefs, timelines, run-of-show documents, and other planning materials.
• Venue sourcing and creation of venue proposals based on event requirements.
• Coordinate event-specific audiovisual, food and beverage, transportation, lodging, technology, and vendor requirements.
• Review BEOs for accuracy and provide feedback.
• Research vendors based on event needs, request quotes, and submit to the manager for approval.
• Manage vendor information to ensure proper documentation (COIs and signed vendor agreements).
• Obtain and review event sponsorship packages.
• Review event kits and create outlines for ordering electrical, internet, carpeting, cleaning, and other event needs.
• Coordinate shipping of event assets and materials.
• Manage RSVPs, event attendance, rooming lists, registration data, and final guest counts.
• Follow proper internal procedures for budgeting, promotional items, and travel arrangements.
• Conduct event research and provide recommendations.
• Participate in related event planning meetings and take thorough notes.
• Answer emails with thoughtful responses and a sense of urgency according to MarCom Group brand standards.
• Support live virtual event production and attendee engagement.
• Venue walkthroughs and tours.
• Onsite support at events.
• Event lead at select events.
• Create event checklists and timelines and ensure all tasks are completed on schedule.
• Additional responsibilities may include, but are not limited to, signage pickup, name badge printing, on-site check-in, shipping of materials, installation of event assets, receiving and management of rental equipment, overseeing event teardown, and related event support activities.
• Record and provide event-specific feedback and capture event photos.
• Provide clear communication with the Event Lead throughout the event.