Events Coordinator

Requirements

• 3–5+ years of experience in corporate event planning, recruiting coordination, or field marketing
• Demonstrated history of coordinating logistics with impeccable attention to detail and a "no-task-too-small" mentality
• Proven experience managing, scheduling, and commanding the respect of busy senior business leaders
• Experience managing complex vendor relationships (hotels, shipping carriers, printers)
• Ability to travel up to 25% annually and work flexible hours (including evenings and weekends) during live event execution

About the role

Responsibilities

• Coordinate the logistics, design, shipping, and physical setup of promotional booths at external conferences
• Liaise directly with venue managers and suppliers for utilities, spatial layout, and AV setups
• Book and help negotiate arrangements for group lunches, VIP dinners, and networking cocktail hours
• Manage caterers, specialized menu curations, and diverse dietary requirements across all events
• Manage complex, multi-city travel itineraries (flights, ground transportation, hotels) for staff and guests
• Secure, negotiate, and manage corporate hotel room blocks and group bookings
• Design, plan, and execute tailored experiences and development events for High-Potential (HiPo) programs
• Coordinate logistics for ad hoc internal HR initiatives, culture builders, and team celebrations
• Mobilize, coordinate, and brief internal business leaders and representatives attending events
• Provide clear briefings, schedules, agendas, and talking points to ensure executives are prepared for on-site meetings
• Work with Recruiting, Marketing, Communications, Legal, and Security to coordinate events against hiring targets, brand guidelines, messaging, contract review, and on-site protocols
• Source, design, manage quality-control, and maintain inventory for premium company promotional items and swag
• Coordinate timely shipping, freight tracking, and customs clearance of materials to global event sites
• Help run the internal swag shop: vendor coordination, catalog upkeep, inventory tracking, order fulfillment, and the employee-facing ordering experience
• Track usage and spend, refresh the assortment on a seasonal cadence, and partner with Brand on design standards
• Track event-level and program-level budgets against forecast, process POs and invoices, and reconcile post-event
• Support vendor contracting with recurring suppliers and maintain a preferred-supplier list

What you'll get

• $35–$50/hr base salary
• medical and life insurance
• retirement and tax-free savings plans
• access to other healthcare programs

Skills

corporate event planning · recruiting coordination · field marketing · logistics coordination · vendor relationship management · budget tracking