Events Coordinator

***This is a 5 day a week in office on site opportunity and it is a full time 3 month temp. to hire opportunity***About World System Builder World System Builder staff are committed to supporting financial services associates who strive to bring financial education to individuals and families throughout North America. Why Choose WSB? We offer a competitive, exciting and friendly work environment that positions our employees for longevity and success. Our team-oriented culture fosters an environment that empowers our people to make a positive impact in people’s lives. We are committed to providing you with competitive benefits. Join us in taking the first step toward a challenging and rewarding work environment at this family-run business!We are the perfect fit if you:are seeking a progressive work environment at a growing organizationhave a desire to help others through financial and business educationare focused on learning and development to enhance your industry knowledge and expertiseare a self-starter willing to invest time and energy to learn the various aspects of our businessbelieve in integrity and building success by developing relationships with othersThe selected candidate will work closely with management and other event coordinators to organize the company’s corporate events ranging in size across North America and international destinations. This position will focus on coordinating event logistics, communicating with participants, managing travel, on-site event support, and more. Additional duties as needed including general office administration. Essential Functions: Execute the planning, organizing, and coordinating of company’s worldwide events for up to 15,000 attendeesMonitor and track event and business contests for qualifications and/or reimbursementsFind venues for conventions, meetings, incentive trips and send RFP to suppliersServe as point of contact for meeting attendees and external partnersManage event logistics, including registration and attendee tracking, presentation and materials support, travel and lodging management for staff and participants, and budget trackingDevelop plans and timetables to ensure that meetings are implemented on a timely basis and executed within established budgetsAssist with vendor selection, evaluation, negotiation, and contract managementOversee event production and onsite coordination: setup, guest management, vendor coordination, and troubleshootingOwn and maintain weekly reporting to managementManage email communications and compose professional correspondencesProvide general office support, e.g., answering phones, ordering supplies, etc. as needed Coordinate and track multiple events and programs simultaneously, ensuring all deadlines and deliverables are metCreate user-friendly registration forms using conditional logic to streamline attendee experienceDeliver high-level customer service support to attendees and vendors via phone and emailMaintain ongoing communication with product providers to support event needs and build reliable partnershipsNegotiate and manage hotel blocks for events, ensuring attrition clauses are met, securing courtesy blocks when applicable, and managing additions and changes before deadlinesOversees all aspects of food and beverage for events including but not limited to- timely delivery, dietary needs, and aligns with budgets and expectationsSend out post-event surveys and organize attendees feedback to improve future events as neededSupport weekly team webinars onsite by managing Zoom logistics, troubleshooting, and note-takingMaintain up-to-date event trackers, timelines, and documentation to support team alignment, accurate planning, and end-of-year analysisPropose new ideas for contests, event formats, incentives, and engagement strategiesEducation:A minimum education level of: Bachelor's Degree preferred but not requiredEXPERIENCE REQUIREMENTS FOR THE JOBYears of Related Experience:  2 years event planning experience Proficiency in Microsoft Office Suite (especially Excel) and Google WorkspacePrevious customer service experiencePrevious experience with and a strong understanding of event planning, logistics, registration, vendor coordination, and on-site executionKNOWLEDGE, SKILLS AND ABILITIES FOR THIS JOB Strong communication, writing, and interpersonal skills. Highly organized, detail-oriented, and able to manage multiple priorities simultaneously. Proactive, solution-oriented, and the ability to thrive in a fast-paced team environment.Adaptable and remains calm under high-pressure situations. Confident working independently as well as collaborating as a team.Maintains confidentiality and professionalism while also consistently delivering high-quality work.Must be able to communicate effectively with all levels of the organization and with clients, both verbally and in writing.Travel is required for 3 major events per year.Preferred Qualifications:Experience supporting small-to-large scale eventsBackground in hospitality, customer experienceExperience with Asana or other project management platformsExperience with event registration platforms such as RegFox, Eventbrite, Cvent or similar tools Experience with marketing communication platforms such as MailchimpExperience with customer relations management platforms such as Freshdesk Additional Comments:  Describe any other aspects of this job that are important and have not been covered in the previous sections. WSB reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship.  WSB may require an employee to perform duties outside their normal description.

Salary : $55,000 - $65,000