Events Coordinator

Anticipated Contract End Date/Length:

Work set up:

Our client in the global IT services and consulting industry is looking an Events Coordinator to support the planning, execution, and reporting of global and local business events, including industry, partner, and hosted events. The role reports to the Senior Events Manager and involves tasks such as securing approvals, venue selection, contract management, and evaluating event success. The ideal candidate is highly organized, skilled in vendor management, detail-oriented, and an effective communicator. This role requires managing multiple events simultaneously, collaborating with stakeholders across teams, and providing administrative and logistical support, including database updates, reporting, and schedule management. Flexibility to work across time zones and cultures is essential.

What you will do:

Assist in and manage tasks to aid in the success of the events team:

• Assist in securing business approvals of events.
• Manage global FS events calendar continuously for accuracy to determine timing and participation needs for each event.
• Research vendors and choose the best combination of quality and cost.
• Negotiate with vendors to achieve the most favorable terms.
• Schedule and manage internal and external meetings.
• Produce meeting agendas, presentation materials and all other related items.
• Develop touch points prior to and post meetings, events and other opportunities as needed.
• Set up weekly status calls, maintain and communicate minutes of calls.
• Assist in creating event plans regarding timing, strategy, and event plan execution.
• Manage all event documentation and storage for records and audit needs.
• Manage individual budgets for specific events and trade shows, reconciling actual to budget after each event.
• Manage all contracts through Legal and Procurement including payment to vendor.
• Coordinate client services including event passes, room blocks, invites, visas for foreign travel, etc.
• Assist with event operations including venue research, logistics, communication, budget control.
• Coordinate with marketers and creative teams to deliver event deliverables and brand assets.

Vendor management:

• Maintain a positive rapport and work relationship with vendors and venues.
• Communicate and provide information as needed on assigned areas to chosen vendors.
• Process invoices in accordance with accounting policies, procedures and deadlines.
• Process contracts with Legal in a timely and accurate manner.

Qualifications

• Minimum 3 years event planning experience preferred with demonstrated professional growth and achievement in project management, time management and organizational skills required.
• Proficient computer skills to include MS Office products (Word, Excel, PPT etc.).
• Intermediate math skills (budgeting and reporting).
• Bachelor’s degree or equivalent in marketing, business administration, or a related field preferred.
• Excellent oral, written, presentation and interpersonal communication skills to effectively exercise tact, discretion, judgment and diplomacy when interacting and/or negotiating with internal and external customers on a daily basis.
• Ability to work effectively in a diverse work group to achieve results through team efforts.
• Ability to read, write and interpret routine reports and correspondences.
• Must have strong organizational and project management skills, as well as attention to detail.
• Ability to work to tight deadlines and deliver under pressure.
• A team-spirited, dynamic, and flexible individual.

Additional Information

Candidates must be legally authorized to live and work in the country the position is based in, without requiring sponsorship.

We appreciate your interest in this opportunity. Please note only applicants selected for an interview will be contacted.

HelloKindred is proud to be an equal opportunity employer, committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity/expression, sexual orientation, national origin, disability, age, or veteran status.