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Events Coordinator
2 weeks ago
OUTCOMES
Operating within a matrix environment, the Events Coordinator works collaboratively with project and company leads to manage event delivery, logistics, budgets, vendor relationships, speaker engagement and communications. The portfolio includes approximately two to three smaller events per month and two to three larger events each year. Event formats span both in-person and digital delivery, including conferences, educational workshops, and networking gatherings across a variety of topics and audiences.
RESPONSIBILITIES
1. Event Planning and Delivery
- Identify, plan, coordinate, and execute a wide range of online and in-person events from concept through completion, including community gatherings, educational seminars, networking events, and conferences.
- Develop and manage comprehensive event plans, timelines, and logistics to ensure smooth execution, including scheduling, setup, teardown, venue booking, catering, audiovisual services, and supplies.
- Provide on-site oversight and support during event delivery to ensure all logistics and quality standards are met.
- Develop and manage event registration processes, guest lists, and attendee communications.
- Ensure a consistently high standard of event quality and participant experience.
- Conduct post-event debriefs and ensure follow-up actions are completed.
2. Financial and Vendor Management
- Develop and manage event budgets with oversight from the Finance Manager.
- Coordinate with the Operational Systems Coordinator to ensure timely payments and reconciliations.
- Source, negotiate, and manage vendor contracts and service agreements.
- Track event-related expenses, invoices, and reporting requirements.
3. Marketing and Sponsorship Coordination
- Collaborate with the Program Manager and Brand Coordinator to ensure event communications, visuals, and materials align with organizational standards.
- Support sponsorship coordination under the direction of the Director of Partnerships.
- Coordinate promotional materials, invitations, and outreach to drive event participation and engagement.
- Track attendance, engagement, and participant feedback for internal reporting.
4. Collaboration and Communication
- Work collaboratively across all four entities, reporting to company or project leads as applicable.
- Maintain proactive communication with internal teams, partners, vendors, speakers, and participants.
- Build and maintain relationships with community and partner organizations to support successful events.
- Develop and deliver outcomes reports for major events to partners, highlighting participation, engagement, storytelling, impact, and key results.
- Contribute to a positive, collaborative, and community-focused work environment.
5. Administration and Continuous Improvement
- Maintain organized records for event plans, budgets, and vendor agreements.
- Track and analyze event data to inform planning, budgeting, and engagement strategies, and use insights to recommend process improvements.
- Document and update standard operating procedures related to event coordination.
- Support the development of shared event management systems and tools.
REQUIRED SKILLS & EXPERIENCE
Education and Background
- Diploma or degree in Event Management, Communications, Marketing, or a related field, or equivalent practical experience.
- Minimum 2-3 years of event coordination experience with both in-person and online events, ideally in community or non-profit settings.
Core Skills
- Excellent organizational and time-management skills, with a track record of coordinating multiple events and balancing competing priorities under tight deadlines.
- Strong presentation and storytelling skills that engage audiences before, during, and after events, including creating promos, speaker narratives, recaps, and impact highlights.
- Highly developed interpersonal, written, and verbal communication skills.
- Attention to detail in planning, logistics, and documentation.
- Experience developing and managing event budgets, contracts, and vendor relationships.
- Proficiency with project management tools, spreadsheets, and communication platforms.
- Experience with digital event production, including virtual platforms, live streaming, hosting, recording, and editing.
Personal Attributes
- Collaborative and adaptable, able to work effectively across teams and partners.
- Calm and solutions-focused under pressure, with strong problem-solving skills.
- Committed to creating welcoming, inclusive, and high-quality participant experiences.
