Event Coordinator

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Event Coordinator

Part Time

Westmont, IL (WFH/ Onsite if Required)

Experience :

3-5 years

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Job Summary:

We are seeking a detail-oriented and organized Event Coordinator to join our Marketing team. Responsible for planning, organizing, and executing company events, meetings, and conferences, ensuring smooth operations and a high-quality experience for attendees. Below is an overview of the key responsibilities and qualifications for this role:

Key Responsibilities:

- Event Planning & Management:
  - Plan and coordinate corporate events, including conferences, product launches, team-building activities, and client meetings.
  - Collaborate with stakeholders to define the scope, goals, and outcomes of each event.
  - Develop detailed event plans, including timelines, budgets, and resources needed.
- Vendor Coordination:
  - Source and negotiate with vendors for venues, catering, A/V equipment, transportation, and event materials.
  - Establish relationships with external suppliers and manage vendor contracts and payments.
- Budgeting:
  - Create and manage event budgets, ensuring all costs align with company expectations.
  - Track expenses and provide regular updates to leadership.
- Logistics Management:
  - Oversee all logistics, including event setup, registration, catering, and transportation.
  - Ensure all audio/visual and technical needs are met for presentations or entertainment.
- Communication & Marketing:
  - Collaborate with the marketing team to create promotional materials and invitations.
  - Communicate event details to internal teams and external guests, ensuring all stakeholders are informed.
- Onsite Coordination:
  - Manage onsite event execution, including directing staff, troubleshooting issues, and overseeing guest experience.
  - Ensure the event adheres to timelines, runs smoothly, and meets objectives.
- Post-Event Evaluation:
  - Collect feedback from attendees and stakeholder’s post-event.
  - Analyze event outcomes and provide reports on event success and areas for improvement.

Qualifications & Skills:

Bachelor’s degree in hospitality management, event planning, or a related field.

Experience: 3-5 years in corporate event planning or a similar role.

Skills:

Strong project management and organizational skills.
Excellent negotiation and vendor management abilities.
Exceptional communication skills, both verbal and written.
Ability to work under pressure and meet tight deadlines.
Knowledge of event management software/tools.

Preferred Skills:

Knowledge of marketing and branding strategies.
Experience managing large-scale events with hundreds of attendees.
Certification in event planning (e.g., CMP – Certified Meeting Professional).
This role is essential in ensuring that corporate events contribute to brand visibility, employee engagement, and client satisfaction.

Educational Background:

Bachelor’s Degree: A degree in hospitality management, marketing, public relations, communications, or business administration is preferred.
Certification (Optional but Beneficial): Event planning certifications such as CMP (Certified Meeting Professional), CSEP (Certified Special Events Professional), or DES (Digital Event Strategist) can add credibility and expertise.

Professional Experience:

Event Planning Experience: 2-5 years of experience in event coordination, preferably in a corporate environment.
Project Management: Experience in managing multiple events simultaneously, with a focus on corporate meetings, conferences, trade shows, and internal events.

Key Skills:

Organizational Skills: Ability to plan, schedule, and manage complex logistics and timelines.
Budget Management: Experience in budgeting, financial oversight, and cost control.
Vendor Management: Skilled in sourcing, negotiating, and managing relationships with vendors, including venues, caterers, and tech suppliers.
Communication Skills: Excellent verbal and written communication for interacting with stakeholders, vendors, and teams.
Problem Solving & Flexibility: Ability to anticipate issues and quickly adapt to changing circumstances.
Attention to Detail: Critical for event planning, ensuring no logistical or operational details are missed.
Tech-Savvy: Familiarity with event management software (e.g., Cvent, Eventbrite), registration systems, and digital platforms for hybrid or virtual events.

Interpersonal and Leadership Skills:

Ability to lead and coordinate with internal teams, manage volunteers, and delegate tasks.
Strong customer service mindset to ensure guests and clients have a seamless experience.
Having a balance of these qualifications ensures that a Corporate Event Coordinator can handle the demands of both small and large-scale events in a professional environment.