Event Coordinator

The Event Planning Coordinator will be responsible for managing logistics for events, ensuring all commitments are fulfilled on time and within budget. Additionally, Event Planning Coordinators are tasked with:

• Handling detailed planning activities related to identifying and scheduling all aspects of the event, including venue selection, guest speakers, catering, equipment, travel arrangements, and more. Maintaining consistent communication with sales teams, faculty, and internal staff throughout the planning process. This role oversees the entire event lifecycle from initial planning to post-event reconciliation.

Primary Duties and Responsibilities:

• Database management – oversee promotional educational programs within the organization’s proprietary events management platform.

• Budget oversight – assist customer representatives with planning budgets to ensure compliance with client business rules and guidelines.

• Venue, menu, audiovisual, and transportation selection or confirmation.

• Coordinate payments with venues, caterers, and other vendors.

• Maintain regular communication with sales representatives and faculty as needed.

• Review venue contracts to ensure accuracy and compliance with client requirements.• Verify that all meeting materials are complete, accurate, and ready for delivery.

• Collaborate closely with team members to ensure seamless execution of events.

• Ensure adherence to policies related to confidentiality, sensitive communication, and intellectual property.

• Manage a high volume of meetings while responding promptly to emails and phone inquiries.

• Be available to support after-hours communication by covering an on-call phone line from 5 PM to midnight on a rotating basis (schedule to be determined by the coordinator).