Event Coordinator

Event Coordinator

Job Description

The Event Coordinator is responsible for supporting administrative planning and on-site operations for internal and external events across MarCom Group. The Event Coordinator plays a critical role in enhancing and building strong client relationships through well-planned and executed in-person and virtual events. The Event Coordinator will work across multiple accounts as needed and will report to the Manager of Event Services. This position requires a dynamic individual who is willing to travel as events require.

Supervisory Responsibilities

The Event Coordinator will be the on-site lead at select events. MarCom Group’s Production Assistant may travel with the Event Coordinator, in which case the Event Coordinator will assume the Supervisor Role.

Duties & Responsibilities

This role will support the entire event department. Events will range in size and scope from company meetings to large conventions. Event responsibilities will vary based on event assignment and account. The Manager of Event Services will assign events to the Event Coordinator across all accounts as needed.

Assist event team with event planning tasks and logistics such as:

• Venue sourcing and creation of venue proposals based on event requirements.
• Coordination with the venue team on event-specific audiovisual, food and beverage, transportation, and lodging needs.
• Review BEOs for accuracy and provide feedback.
• Research vendors based on event needs, request quotes, and submit to the manager for approval.
• Manage vendor information to ensure proper documentation (COI’s and signed vendor agreements).
• Obtain and review event sponsorship packages.
• Review event kits and create outlines for ordering electrical, internet, carpeting, cleaning, and other event needs.
• Coordinate shipping of event assets.
• Create Event Briefs.
• Manage RSVPs, event attendance, rooming lists, and final guest count.
• Follow proper internal procedures for budgeting, promo items, and travel arrangements.
• Event research.
• Other responsibilities as assigned.

Participate in related event planning meetings and take thorough notes:

• Event Kick-Off, Weekly Event Status Meetings (internal and external), Final Event Meeting, and Post-Event Meeting.
• Answer emails with thoughtful responses and sense of urgency according to MarCom Group brand standards.

Assist event team with onsite event duties and logistics such as:

• Venue walkthroughs and tours.
• Onsite support at events.
• Event lead at select events.
• Create event checklists and timelines, ensure all tasks are completed on schedule.
• Additional responsibilities may include (but not limited to): signage pickup, name badge printing, on-site check-in, shipping of materials, installation of event assets, receiving and management of rental equipment, overseeing event teardown, etc.
• Record and provide event specific feedback and capture event photos.
• Provide clear communication with the Event Lead throughout the event.

Knowledge, Skills, & Abilities

• This position will support multiple MarCom Group accounts. This requires an understanding and ability to work across multiple project management tools and storage platforms such as: Dropbox, Asana, Jig, Google Drive, Slack, and Outlook.
• Responsibly tracks work-related time, submitting a detailed weekly timesheet.
• Demonstrates the ability to carry on a professional, productive conversation with co-workers, vendors, and clients.
• Extremely organized and detail oriented.
• Consistently punctual and responsive.
• Experience in event coordination.
• Ability to remain calm under pressure, make necessary decisions, and maintain a customer-service mindset.
• Strong desire to learn many facets of the business.
• Team player.
• Responds to direct, immediate requests from the manager.
• Ability to multitask and prioritize work to meet deadlines and multiple requests.
• Excellent verbal and written communication skills.
• Strong problem-solving skills.
• Adheres to all company policies, procedures, and business ethics codes.
• 2 years of tradeshow and/or convention services.

Preferred Qualifications

• 2-5 years of experience coordinating and managing in-person and virtual events.
• Experience utilizing project management tools.
• Experience coordinating events for any of the following industries: Recruiting, Marketing, Branding, Federal Government.
• Experience in managing budgets and tracking expenses.
• Bachelor’s degree in business, meeting/event planning, or a related field.
• Willingness to travel domestically up to 50%