Event Coordinator

Position Overview

People Architects is seeking an Event Coordinator on behalf of a client, a growing national organization supporting independent business owners across the United States. Renowned for fostering lasting relationships through outstanding event experiences and maintaining a people-centric culture, this organization is expanding its Events team. The Event Coordinator will oversee the logistics and execution of a high volume of smaller scale events including regional member meetings, internal gatherings, virtual webinars, and conferences, in addition to supporting major annual events.

Key Responsibilities

• Manage event planning and execution for assigned events from inception to completion. Events include regional meetings, dinners, conferences, virtual events and webinars, internal company meetings, and other member-focused gatherings. Tasks involve researching and selecting venues, coordinating contracts, managing attendee registrations, arranging logistics for meetings, food and beverage, and audiovisual needs, supporting agendas, handling event communications, conducting post-event surveys and reports, tracking budgets, managing invoices, coordinating sponsorships, and liaising with stakeholders.
• Oversee exhibitor-related activities including managing deadlines and documentation, coordinating booth logistics and shipment, ordering event materials and promotional items, arranging staff travels, preparing event schedules and staffing resources, managing booth inventory, supporting on-site booth operations, and monitoring potential future trade show opportunities.
• Assist in planning and onsite coordination of the organization's flagship annual events. Responsibilities include registration management, overseeing hotel rooming lists, coordinating speakers and session logistics, updating mobile event apps, and enhancing on-site attendee experiences.
• Maintain the master calendar for all events, manage inventory of event supplies and signage, supervise shipping and receiving tasks, upkeep event documentation and operational checklists, propose process improvements, and act as a resource for event technology platforms.

Qualifications

• Minimum two years of experience coordinating meetings, conferences, or various events.
• Preferably hold a Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related discipline.
• Demonstrated ability to handle multiple concurrent projects and meet deadlines efficiently.
• Exceptional organizational capabilities with meticulous attention to detail.
• Strong written and verbal communication skills.
• Proven skill in developing productive relationships with vendors, venue staff, sponsors, and internal teams.
• Comfortable working independently in a remote setting while collaborating with cross-functional partners.
• Excellent problem-solving abilities and ability to maintain composure under pressure.
• Willingness to travel to approximately 5–10 events annually.
• Preferred experience using event management software platforms such as Swoogo or EventMobi; proficiency in Microsoft Office Suite, Microsoft Teams, Zoom Webinar, HubSpot, Canva, and project management tools like Asana is an advantage.

Benefits and Work Environment

• Competitive salary complemented by performance-based bonuses.
• Comprehensive medical, dental, and vision insurance coverage.
• 401(k) plan with company matching contributions.
• Paid vacation time and recognized company holidays.
• Fully remote work setup providing work-life balance.
• Opportunities for travel to nationally acclaimed events.
• Supportive and collaborative team culture.
• Career advancement prospects within the expanding Events division.

Equal Opportunity and Hiring Notice

The organization prioritizes diversity and inclusivity, operating as an equal opportunity employer without regard to race, ethnicity, gender, sexual orientation, veteran status, disability, age, or other protected characteristics. Applicants should be aware that no financial payment or reimbursement will be requested at any stage of the application or hiring process. Third-party recruitment agencies are not involved.