Event Coordinator

About Company:

Retirement Planners of America (RPOA) is a Dallas-based wealth management and investment firm with over $3.58 billion in assets under management and serving over 6,600 households in 48 states (as of 12/31/23). RPOA has 14 offices in Texas, Arizona, California, and Oklahoma. The firm's financial advisors work with pre-retirees and retirees, offering financial planning, investment management, Social Security planning, and income tax planning services. As a fiduciary-bound firm, we make decisions based on our core values, prioritizing our clients' retirement security.

RPOA provides financial planning, investment management, family estate planning and income tax planning services nationwide. We help our clients build a plan to reach their retirement goals while protecting their investment. 

The RPOA team includes over 30 retirement planners all of them ready to help its clients build a plan to reach their retirement goals while protecting their investments. At RPOA, we believe that retirement should be one of the best times of your life. RPOA’s primary goal is to help our clients to experience the best retirement possible.

Why Events (and Meetings) Matter at RPOA:

At RPOA, events are the heartbeat of our client relationships and internal culture—they're where education meets inspiration, fostering trust and long-term partnerships. From client seminars on retirement strategies to team-building gatherings, our events empower pre-retirees and retirees with knowledge while showcasing our commitment to their financial security. Meetings, in particular, are crucial to our success; they serve as collaborative hubs where our advisors, staff, and partners align innovative ideas, brainstorm solutions, and ensure every decision upholds our fiduciary standards. By facilitating seamless meetings and events, you'll help drive our mission: making retirement the best chapter of our clients' lives while boosting employee morale and productivity.

Job Description:

The Event Coordinator will assist in the planning and execution of events by handling various tasks such as research, problem-solving, communication through email and meetings, addressing inquiries, conducting pre-event walkthroughs, and creating event recap documents. The role includes ensuring events are executed according to contracts and supporting the Event Manager with event monitoring during preparation and execution.

Job Responsibilities:

As our Event Coordinator, you'll be at the forefront of turning visions into reality. Your role will involve:

• Planning and Execution Mastery: Research venues, solve logistical challenges, communicate via email and meetings, handle inquiries, conduct pre-event walkthroughs, and craft detailed recap documents to ensure every event runs flawlessly and aligns with contracts.
• On-Site Support: Assist the Event Manager in monitoring events from prep to wrap-up, troubleshooting issues in real-time to deliver exceptional experiences.
• Collaborative Brainstorming: Work with internal teams and allied associations to ideate themes, branding, logos, and innovative event tweaks for maximum impact.
• Vendor and Relationship Building: Foster strong ties with RPOA staff, vendors, hotels, caterers, A/V providers, and transportation services through regular coordination and meetings.
• Financial and Record-Keeping Expertise: Help develop event pricing, track costs, manage registrations, and maintain comprehensive records for all RPOA events.
• Internal and External Event Creation: Design events that amplify our messaging, from client education sessions to morale-boosting team activities.
• Coordinates event planning and execution by researching, problem-solving, communicating through email and meetings, answering questions, conducting pre-event walkthroughs, and creating event recap documents. Also assists in ensuring event execution is conducted per agreed contracts.
• Assists in monitoring events during preparation and execution to address issues that may arise by providing support to the Event Manager.
• Coordinate pre-event planning with internal staff as well as allied associations to brainstorm themes, new approaches, logo/branding, event modifications and improvements.
• Creates and maintains working relationships with RPOA family and vendors coordinating and participating in vendor meetings.
• Creates and maintains event records by assisting with the development of event pricing and tracking of event costs.
• Collect and manage registrations for all RPOA events.
• Maintain a working relationship with hotels, catering companies, A/V, transportation services and all other vendors.
• Creates internal and external events in support of RPOA’s messaging and employee morale.

A Week in the Life of an RPOA Event Coordinator:

Imagine a dynamic week blending creativity, collaboration, and execution:

• Monday: Kick off with a team huddle (virtual or in-office) to review upcoming events, brainstorm ideas for a client seminar, and assign tasks. Spend the afternoon researching venues and negotiating with vendors via email and calls.
• Tuesday-Wednesday: Dive into logistics—manage registrations for an internal event, coordinate with A/V teams for a webinar, and conduct a virtual walkthrough with hotel staff. Handle inquiries from attendees and update event budgets.
• Thursday: Travel to a local venue for a pre-event site visit, ensuring everything aligns with contracts. Back in the office (or remote), collaborate on branding elements and prepare materials.
• Friday: Wrap up loose ends, like finalizing catering menus or troubleshooting potential issues. End the week by drafting a recap for a recent event and planning for the next—perhaps celebrating with a quick team check-in.
• Weekends (Occasional): If an event is live, you'll be on-site, overseeing execution and mingling with clients to gather feedback, turning overtime into rewarding connections.

This hybrid role offers flexibility, with your in-office and remote schedule set by your manager, allowing you to balance high-energy event days with focused planning time.

Job Qualifications:

Education:

• High school diploma or equivalent required. A bachelor’s degree from an accredited college or university is preferred, but an equivalent combination of education and relevant experience will be accepted.

Experience & Skills:

• Proven proficiency in Microsoft Office (Word, PowerPoint, Excel); experience with Cvent and Salesforce is a plus. 
• Strong grasp of administrative principles, multitasking across projects, and understanding business operations. 
• Familiarity with legal and contractual event terminology. 
• Exceptional planning, organizational, and communication skills.
• Applicants must be authorized to work in the United States without sponsorship.

Physical Demands:

• Willingness to travel up to 35%, stand for extended periods, and work overtime, including weekends.

Work Environment:

• This is a hybrid role, Monday through Friday. Your schedule for working in the office and remotely will be set by your manager.