Event Coordinator – Job Description
Position Title: Event Coordinator
Reports To: Director of Operations
Status: Full‑Time – 40 hours, Non‑Exempt
Location: On‑site; some evenings/weekends required
Hourly: $20/hour, medical, dental, and vision, 401k- 4% match, PTO
The Event Coordinator is responsible for assisting in planning, organizing, and executing high‑quality events that support the organization’s mission, brand, and strategic goals. This role coordinates logistics, vendor coordination, timelines, communications, and on‑site event operations to ensure a seamless and professional experience for attendees, partners, and stakeholders.
The Event Coordinator works collaboratively with internal teams, external vendors, and leadership to ensure all event details are delivered accurately, on time, and within budget.
Event Planning & Logistics
- Coordinate all logistics for events, including venue arrangements, contracts, catering, audio/visual needs, décor, transportation, and equipment.
- Develop and maintain event timelines, run‑of‑show documents, staffing plans, and vendor schedules.
- Assist with event concept development and design to enhance attendee engagement.
- Prepare event materials such as agendas, signage, name badges, programs, and presentations.
- Communicate with vendors, sponsors, exhibitors, and venue representatives.
- Ensure all partners receive timely communication, updates, and deliverables.
- Provide customer support for attendee questions, payment issues, and special accommodations.
- Oversee check‑in, welcome tables, and attendee flow at events.
- Assist with event promotion, including email updates and flyers
- Prepare basic visual materials using tools such as Adobe Express.
- Assist with event setup and breakdown, ensuring compliance with venue rules and safety requirements.
- Serve as a point of contact for vendors, staff, volunteers, and attendees.
Budget & Administrative Support
- Track event‑related expenses, invoices, and reimbursements.
- Prepare post‑event reports, evaluations, attendance metrics, and feedback summaries.
- Strong organizational and time‑management skills.
- Excellent verbal and written communication abilities.
- Ability to manage multiple events and deadlines simultaneously.
- Proficiency with Microsoft Office; or Adobe Express preferred.
- Comfortable coordinating vendors, schedules, and logistics.
- Ability to lift up to 25 pounds (event materials).
- Willingness to work evenings, weekends, or off‑site locations depending on event needs.
- Valid driver’s license and reliable transportation preferred.
- 1–3 years in event planning, hospitality, or related work.
- Experience with nonprofit or association events a plus.
- Familiarity with registration systems, CRM tools, or project management platforms.
- Detail‑oriented with excellent follow‑through.
- Professional and customer‑service oriented.
- Flexible, solution‑oriented, and composed under pressure.
- Collaborative team player who can also work independently.
- Creative thinker who can improve event experiences.
The Event Coordinator plays a vital role in delivering high‑quality events that advance organizational goals, enhance member and community engagement, and uphold a professional, positive event experience. This role requires strong coordination skills, attention to detail, and the ability to execute leadership directives effectively.
