Event Coordinator

Job Summary:

Key Responsibilities

• Event Planning Support:

• Assist in the research and selection of venues, vendors (catering, AV, entertainment, etc.), and suppliers.
• Help manage event timelines, checklists, and budgets under supervision.
• Coordinate logistics, including registration, attendee communication, and material preparation.
• Support the creation of event proposals, presentations, and post-event reports.

• Vendor and Stakeholder Communication:

• Liaise with internal departments (marketing, sales, HR) and external vendors to ensure seamless event execution.
• Assist in negotiating contracts and managing vendor relationships.

• On-site/Virtual Event Execution:

• Provide on-site support during events. Troubleshoot issues that arise during events promptly and efficiently.
• Support virtual event platforms, technical checks, and live session moderation.

• Administrative Support:

• Maintain accurate event records, databases, and filing systems.
• Process invoices and track expenses related to events.
• Assist with post-event follow-up, including surveys and thank-you notes.

• Marketing & Promotion (as needed):

• Assist in developing promotional materials and communication plans for events.
• Support social media updates and website content related to events.

• Other Duties:

• Perform other duties as assigned to support the events team and overall company objectives.

Qualifications:

• Education:

  Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field.

• Experience:

  0-2 years of experience in event coordination, event support, or a related administrative role. Internships in event management are a strong plus.

• Skills:

• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Problem-solving attitude and ability to remain calm under pressure.

• Technology Proficiency:

• Microsoft Office Suite: Word, Excel, PowerPoint, Outlook
• Cloud Storage & Collaboration Tools: OneDrive, SharePoint
• CRM/Event Management Software: Familiarity with platforms like HubSpot, Salesforce, Zoho
• Communication & Virtual Meeting Platforms: Microsoft Teams, Zoom, GoToWebinar