Event Coordinator

Job Overview
We are seeking a dynamic and energetic Event Coordinator to lead the planning, organization, and execution of a wide variety of events. This role is perfect for someone passionate about creating memorable experiences, with a keen eye for detail and exceptional organizational skills. As an Event Coordinator, you will collaborate with clients, vendors, and internal teams to ensure every event runs smoothly from concept to completion. Your enthusiasm and proactive approach will help elevate our events and foster lasting relationships with members and partners alike.

The Event Coordinator contributes to the success of Pro Sports Assembly by ensuring the seamless execution of events that engage members and partners to deepen their impact and influence across the professional sports industry. Reporting to the Vice President of Member and Partner Strategy and working with the management team and planning Committees, the Coordinator supports virtual and in-person event management, including work with featured leaders, vendors, suppliers, interns and volunteers, and as well as managing general event projects and committees to ensure the team is on time, on budget and on brand.

Key Characteristics:

Team Oriented - Organized - Detail Oriented - Proactive

Responsibilities include:

(1) setting up online registration forms; coordinating reports; and tracking data;

(2) coordinating agendas, projects, and logistics for events and the planning committees;

(3) manage the ordering of print and marketing materials, and other supplies;

(4) provide member service regarding all details of the attendee experience and process, including timely responses to attendee questions through emails and phone calls; assist members with registration; review travel plans to align with PRO policies; and respond to questions regarding vendors, expenses, and invoices;

(5) update project management tools, take accurate notes for committee meetings, ensure follow-up on action items;

The ideal candidate will have demonstrated success in cross-functional team environments, a conscientious spirit, an understanding of the importance of data and systems management, and strong collaboration skills. A successful applicant will demonstrate strong organizational and communication skills along with initiative, resourcefulness, and an ability to work creatively and proactively. We seek a teammate who thrives in a fast-paced environment and pursues excellence in individual responsibilities.

• Organize, execute, and actively participate in the planning, scheduling, and production of PRO events, including coordinating schedules, researching and booking venues and vendors, managing volunteers and other contractors, producing run of show, scripts, and site management plans.
• Execute leadership retreats, workshops, summits, and social events in partnership with committees.
• Create and monitor web content, forms, and email addresses for events, review submitted requests, and work with relevant staff to consider responses, determine availability, and develop proposals for executive team consideration.
• Coordinate partner activation plans through events to increase member engagement and use of products and services.
• Own scheduling and logistics for management and committee meetings in coordination with appropriate internal staff and external partners to ensure high-quality, professional execution and communication of records and action items.
• Build and maintain processes that meet PRO business objectives, ensure compliance with policies and procedures, and recommend solutions that will improve event outcomes
• Keep the team informed by preparing reports, preparing presentations, interpreting information, and making recommendations.
• Negotiate and manage contracts with vendors and suppliers and monitor costs to assist with event budget management.
• Manage volunteers and interns during events.
• Maintain and communicate project progress toward KPIs and conduct quality assessments by monitoring daily operations and address potential issues when they arise.

This description is intended to provide an overview of the responsibilities and duties of the position. It is not all-inclusive. The incumbent in the position will be expected to perform other duties as required and maintain a positive work environment to help motivate teammates through effective leadership and empowerment of members, partners and fellow employees. The responsibilities may change over time. This description is provided for informational purposes only and does not form the basis of a contract.

Position Relationships:

• Internal: Works closely with all staff to fulfill position responsibilities. Manages an intern.
• External: Maintains regular contact with Members, vendors and key contacts.
• Performance: 90-day probationary period.

Background Preferences:

• Education: High school diploma required; Bachelor’s degree preferred; OR in lieu of a degree three (3) years of association management experience.
• Technical skills: Effective oral and written communication skills; including public speaking; experience with CRM and project management software (i.e. G Suite, Personify/Memberclicks, Salesforce, Airtable); Proficiency working with technology, including Google products, is a necessity; experience with various webinar platforms (Zoom, Teams, WebEx, etc) and related hardware (cameras, mics, etc); ability to work effectively with members and staff; ability to maintain confidentiality and have a service-oriented attitude. Must be able to manage multiple projects simultaneously; use critical thinking and implement problem-solving skills to effectively plan and organize projects. Must have an understanding of event production and knowledge of the industry. Must be able to lift up to forty (40) pounds.
• Relevant Experience: Previous professional sports, hospitality, or association experience. Event production experience is preferred. Customer service is essential. Travel: At short notice, the successful candidate will also be available for evening and weekend work and may travel up to twenty (20) percent of the time.
• Leadership skills: Desire to see Professional Sports be a fair and ideal industry for leaders at all levels; Results-oriented attitude and entrepreneurial spirit that thrives in a dynamic, fast-paced, collaborative environment while managing and prioritizing many simultaneous projects. Adaptable, resourceful, takes initiative, possesses a growth mindset and embraces a results-oriented culture.
• Relationship skills: Highly-effective at building relationships and partnerships across sector, discipline, and demographics to accomplish shared goals. Prompt, professional interaction with high-level internal and external stakeholders.
• Event Management: Minimum of 2-4 years of experience coordinating external events, conferences, board meetings, speaking engagements, etc. in a professional, non-profit, sports, government, and/or philanthropic environment.

Duties

• Coordinate all aspects of event planning, including venue selection, catering, entertainment, decor, and logistics
• Negotiate contracts with vendors such as caterers, decorators, entertainment providers, and venue managers to secure the best terms
• Develop and manage event budgets, ensuring cost-effective solutions while maintaining high-quality standards
• Oversee event marketing efforts to promote upcoming events through various channels and increase attendance
• Manage guest services by providing exceptional customer service before, during, and after events

Requirements

• Proven experience in event planning, management, or hospitality roles such as banquet service, restaurant management, or hotel operations
• Strong negotiation skills with the ability to secure favorable contracts and vendor agreements
• Excellent communication and interpersonal skills for liaising with clients, vendors, and team members
• Exceptional organizational skills with the ability to manage multiple projects simultaneously under tight deadlines
• Knowledge of event marketing strategies and experience in promoting events effectively
• Familiarity with budgeting processes and cost control measures for large-scale events
• Ability to adapt quickly to changing circumstances while maintaining a positive attitude

Join us as an Event Coordinator and be part of a vibrant team dedicated to delivering unforgettable experiences. Your expertise in event management combined with your passion for hospitality will make a lasting impact on every occasion you help create!

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience:

• Event planning: 3 years (Preferred)

Work Location: In person

Salary : $50,000 - $60,000