What are the responsibilities and job description for the Events Coordinator position at The Five Star?
Proposal: Hire Events Support
Job Title: Event Operations & Program Coordinator (Administrative & Conference Support)
Department: Events / Membership
Reports To: Senior Events Manager/Director of Events
Position Summary
The Event Operations & Program Coordinator serves as the administrative and operational backbone of the events and membership team, owning tactical execution and supporting national conferences while independently managing webinars and chapter networking events. This role manages event websites, registration systems, and internal project workflows, while also supporting onsite event execution and vendor coordination. The position acts as the Director of Events’ right hand and second-in-command onsite.
The ideal candidate is detail-oriented, tech-savvy, proactive, and thrives in a fast-paced, high-volume event environment.
Key Responsibilities
Webinars & Virtual Programming
- Build and manage webinar platforms and registration workflows
- Provide live technical support during broadcasts
- Coordinate post-event reporting, recordings, and follow-up assets
Chapter Events & Regional Programming
- Work with membership chapters to plan 20–40 networking events annually with minimal travel
- Source venues and negotiate contracts for chapter events
- Plan F&B and manage onsite logistics
- Support chapter leaders with templates, timelines, and best practices
- Manage chapter event budgets and P&L tracking
Project & Workflow Management
- Manage Asana task tracking and project timelines
- Coordinate internally across marketing, sponsorship, and membership teams to ensure deadlines are met
- Assist maintaining event playbooks and management workbooks
National Conference Support
- Manage speaker logistics, scheduling, and session coordination
- Assist with coordinating vendors and event production partners
- Support onsite execution, registration, and logistics
- Lead onsite logistics if the Director of Events is pulled into executive-level responsibilities
- Serve as backup owner for event operations and vendor relationships
Event Administration & Digital Content
- Maintain event websites and update event details regularly
- Assist with registration systems, ticket packages, and discount codes
- Collect and upload speakers and sponsor bios, headshots, and session details
- Assist in creating event show guides by inserting session details, speaker bios, and sponsor ads
Customer Service & Administrative Support
- Manage the Events customer service inbox and phone inquiries
- Assist with internal reporting, documentation, and event-related administrative tasks
Required Skills & Competencies
- Extremely detail-oriented with strong organizational and project management skills
- Tech-savvy with experience in event platforms, CRM systems, and productivity tools
- Strong written communication and marketing copywriting skills
- Ability to manage multiple projects and shift priorities
- Vendor management experience preferred
- Excellent customer service and communication skills
- Comfortable with onsite logistics and physical event setup tasks
Desired Attributes
- Proactive, motivated, and eager to learn
- Comfortable asking questions and problem-solving in real time
- Adaptive, flexible, and calm under pressure
- Willing to travel and work non-traditional hours during events