Event Coordinator

Company Description: Catalyst Event Coaching is an event management, coaching, and consulting firm that helps nonprofits, associations, and growing organizations deliver strategic, well-executed events. We believe exceptional events are built through thoughtful planning, strong systems, and meaningful client partnerships.

Our approach—The Science of Events—combines proven project management practices with creative problem-solving to help our clients deliver conferences, meetings, trainings, and special events that achieve measurable results.

As our company continues to grow, we’re looking for an Event Coordinator who is highly organized, proactive, and excited to help build the operational foundation of a growing event management firm.

Role Description: The Event Coordinator plays a key role in supporting conference planning and event execution from project kickoff through post-event wrap-up. This individual will help manage timelines, coordinate vendors, maintain project documentation, support client communication, and ensure planning activities remain on schedule.

This position is ideal for someone who enjoys organization, problem-solving, and creating exceptional client experiences while working collaboratively with a small, growing team.

This is an opportunity to join Catalyst at an exciting stage of growth, with the potential to grow into an Event Manager role as the company expands.

Key Responsibilities

Project Coordination

• Maintain project timelines and planning schedules.
• Track deliverables and project milestones.
• Coordinate internal and client meetings.
• Prepare meeting agendas and document meeting minutes.
• Track action items and follow up on outstanding tasks.

Client & Vendor Coordination

• Coordinate communications with venues, vendors, and service providers.
• Schedule site visits and planning meetings.
• Maintain project documentation and vendor records.
• Assist with contract and insurance documentation.

Conference Planning Support

• Support conference logistics and operational planning.
• Assist with registration planning and attendee communications.
• Support speaker logistics, including collecting presentation materials and coordinating schedules.
• Assist with exhibitor, sponsor, and volunteer logistics as assigned.
• Coordinate event shipping, inventory, and supply management.

Document & Systems

• Organize digital project files.
• Maintain planning templates and checklists.
• Assist in developing and documenting internal standard operating procedures.
• Support continuous improvement of Catalyst’s planning processes.

Event Execution

• Attend client meetings, site visits, and planning sessions.
• Travel to conferences and events as required.
• Assist with onsite setup, registration, speaker support, logistics, and event operations.
• Participate in post-event evaluations and project closeout activities.

Qualifications

• Candidates should have two or more years of experience coordinating events, meetings, conferences, hospitality projects, nonprofit programs, or similar project-based work.
• Candidates should possess excellent Communication and Customer Service skills to interact effectively with clients, vendors, and team members.
• Strong organizational and time-management abilities, with attention to detail and the capacity to manage multiple events and tasks concurrently.
• Ability to work on-site in Greater Orlando, including some evenings or weekends as events require.
• Proficiency with standard office and event management software; experience with CRM or project management tools is a plus.
• Candidates should possess the ability to pay close attention to detail and problem-solving abilities.
• Associate or bachelor’s degree in Event Management, Hospitality, Business, Communications, or a related field, or equivalent practical experience is preferred but not required.

Schedule

• Part-time, approximately 10 – 20 hours per week
• Hours may increase during peak conference planning periods.
• Some evening and weekend work will be required during events.
• Travel as needed based on event calendar.
  

Compensation

Competitive hourly compensation based on experience, qualifications, and demonstrated ability.

Catalyst is committed to offering fair and competitive compensation for the right candidate. Compensation will be discussed during the interview process and will take into consideration the candidate’s experience, relevant skills, and overall fit for the role.

Why Join Catalyst?

This is an opportunity to be part of a growing company where your contributions will directly influence how we deliver events and serve our clients. You’ll work alongside an experienced event professional, gain exposure to a variety of conferences and meetings, and help build systems that support the next phase of Catalyst’s growth.

You’ll have the opportunity to take ownership, contribute ideas, and grow your career in conference and event management while helping shape the systems and processes of a growing event company.

How to Apply

Please read the entire job description before applying.

To be considered for this position, please complete the Event Coordinator Application Form using the link below:

https://form.jotform.com/262016890548159

Please submit your application through the form rather than sending your resume or application materials directly by email.

We look forward to learning more about you and your experience!