Key Responsibilities
- End-to-End Coordination: Manage all logistical timelines, floor plans, production run sheets, and registration workflows for mid- to large-scale conferences and meetings.
- Venue & Vendor Management: Research, source, and negotiate contracts with venues, caterers, audiovisual (AV) crews, transport providers, and external contractors to ensure value within budget boundaries.
- Speaker & Program Liaison: Serve as the primary point of contact for keynote speakers, panels, and presenters—coordinating travel, accommodation, presentation materials, and technical briefs.
- On-Site Execution: Lead the live event delivery, supervising venue staff and temporary event crews, managing registration desks, and troubleshooting any immediate operational or technical challenges.
- Financial Stewardship: Track event expenses meticulously against pre-approved budgets, handle vendor invoicing, and compile final financial and variance reports.
- Stakeholder & Client Support: Work closely with [internal executives / corporate clients / member associations] to translate their event visions into highly actionable structural plans.
- Post-Event Evaluation: Distribute attendee surveys, analyze feedback data, and hold debrief meetings to identify operational improvements for future events.
Skills and Qualifications
- Experience: 3+ years of proven success in event planning, meeting management, or corporate conference coordination.
- Technical Proficiency: Experience with event registration platforms and project management tools [e.g., Cvent, Eventbrite, Asana, Monday.com].
- Communication: Exceptional verbal and written communication skills; comfortable presenting ideas to corporate stakeholders and managing demanding clients with composure and empathy.
- Negotiation & Math Skills: Proven ability to manage budgets up to [$X,000] and read, understand, and negotiate commercial venue contracts.
- Problem-Solving Ability: A calm demeanor with sharp, on-the-fly critical thinking skills to handle last-minute schedule shifts or technical failures.
- Physical & Schedule Flexibility: Ability to stand for long periods during event days and flexibility to work outside standard 9-to-5 business hours (including early mornings or evenings) during peak event weeks.
Pay: $44.00 – $56.00 per hour
Work Location: In person
