Event Coordinator 3

Primary Function of Position

This role plays a pivotal role in planning, coordinating, and executing a broad range of marketing events and communications. The role is responsible for managing event strategy, logistics, budgeting, and vendor relationships to ensure successful delivery of events that effectively engage internal and external stakeholders. It requires collaboration across multiple teams to align event activities with organizational goals and to enhance the overall customer experience. The position supports various event formats including in-person, hybrid, and virtual events, with an emphasis on efficiency, quality, and stakeholder satisfaction.

Essential Job Duties

Develop and manage the event calendar and communications plan in collaboration with marketing and sales teams.

Guide marketing teams on best practices for event management and communication strategies across in-person, hybrid, and virtual formats.

Plan and coordinate all event logistics including venue sourcing, vendor contracts, travel arrangements, audiovisual and food & beverage coordination, and registration management.

Oversee budget forecasting, expense tracking, and ensure events are delivered within approved financial guidelines.

Organize and manage auxiliary meetings related to events such as pre-show strategy sessions, focus groups, symposia, and post-event debriefs.

Manage tradeshow logistics including shipping, show services, badge registration, and collaboration with exhibit houses for large-scale events.

Maintain databases of industry contacts, vendors, and venues to support event planning and execution.

Troubleshoot and resolve issues arising during event days to ensure smooth operations.

Communicate event details and necessary preparation materials to internal stakeholders and attendees in a timely manner.

Analyze event leads and provide summary reports with key insights to inform continuous improvement.

Support the planning and execution of company-led meetings and conferences as required.

Required Experience and Education

Minimum 8 years experience in marketing, communications, administration, or related field and a bachelor's degree in marketing, communication or related field, or equivalent combination of education and experience in

Experience in vendor negotiation and managing external suppliers

Required Knowledge, Skills and Abilities

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)

Demonstrated ability to analyze data and report key insights

Strong organizational, project planning, and prioritization skills

Proven ability to manage multiple tasks under tight deadlines with minimal supervision

Excellent written and verbal communication skills

Strong interpersonal skills with the ability to collaborate and manage cross-functional teams

Willingness to travel up to 30% annually and work flexible hours, including weekends

Ability to perform some manual labor and lift up to 40 lbs.