Event Coordinator

Join the All-Stars
Event Coordinator
Part Time
Westmont, IL (WFH/ Onsite if Required)
Experience :

3-5 years

Apply Today

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.
  1. 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.
  1. 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.
  1. 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.
  1. 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.