Events Coordinator

Event Coordinator

This role is well-suited for someone who excels at coordination, organization, and managing competing priorities. At PEC, the Event Coordinator drives the logistics and planning behind a wide range of internal and external events by partnering with internal teams, managing timelines, and coordinating multiple workstreams at once. The role has a strong administrative focustracking details, maintaining documentation, managing communications, and ensuring nothing falls through the cracks. Success in this position requires consistent follow-through, attention to detail, and the ability to keep stakeholders aligned while working with external vendors to deliver a smooth, well-executed result. While occasional on-site support is required, the primary focus is on preparation, organization, and execution behind the scenes.

Position Summary:

The Event Coordinator will work closely with the team and be responsible for coordinating, and managing, as required, the details and tasks involved with planning and executing events ranging in audience size and scope. This position will collaborate well with a team and provide excellent customer service. The Event Coordinator will work closely with internal stakeholders to develop comprehensive event strategies, oversee logistics, and handle attendee management. In addition, strong communication skills will be essential in liaising with vendors and engaging with attendees.

Duties and Responsibilities:

• Maintain a positive public image, increase awareness, and shape perception of the firm through customer experiences, event planning, and vendor relationships
• Lead conference, trade show, and event planning including but not limited to industry events, golf tournaments, industry booth displays at trade shows, and more
• Monitor the activities of competitors and keep up to date with industry best practices
• Oversee event registration and attendee management, including RSVP lists and pre- and post-event communications
• Track and manage event budgets and expenses
• Oversee event logistics, request marketing materials as appropriate, and manage attendee registration and communication
• Conduct evaluations to assess success and identify areas for future event improvement
• Utilize marketing metrics to formulate event strategy; analyze data to measure effectiveness and help train internal stakeholders to improve event outcomes
• Work with the team to align event strategies with organizational goals, collaborate with internal teams for consistent messaging
• Coordinate and distribute all internal event planning and tracking documents
• Coordinate with third-party vendors, briefing and managing them effectively so they are set up for success
• Capture detailed notes from event meetings; follow up with recaps and action items
• Support database management as assigned (vendor, venue, contractors)
• Occasionally attend events as part of PEC's quality assurance (QA) process
• Create backup or emergency plans to be executed as needed
• Assist the marketing team in proofreading and editing materials through our quality assurance quality control (QAQC) process as needed
• Travel as needed to pick up supplies, gifts, visit venues, etc.
• Work with internal partners and our in-house Content Specialist to build strategy for, write, and submit speaker and presentation abstracts, meeting hard submission deadlines
• Assisting internal customers and Communications Manager to write, and publish industry-relevant content (such as key conference takeaway articles) that can be re-purposed through a variety of channels to build brand identity and online presence as needed
• Liaise with the marketing team to ensure brand consistency
• Partner and collaborate across all PEC departments and teams to produce effective events
• Work with team members and management to drive schedules, milestones, and priorities
• Work with team to produce effective in-person, hybrid, and digital events
• Other projects and responsibilities may be added at the company's discretion

Special Knowledge, Skills and Abilities:

• Excellent written and verbal communication, editing, and proofreading skills
• Values building internal and external professional relationships
• Self-starter who requires little to no supervision to meet deadlines
• High energy, positive, professional attitude, takes pride in work, superior attention to detail
• Team-oriented, collaborative work style
• Creativity and the ability to think outside the box
• Ability to thrive under pressure and meet tight deadlines
• Must be adept at managing multiple tasks simultaneously while maintaining a keen eye for detail
• Flexible schedule with the availability for holidays, nights, weekend hours to ensure support of events as needed
• Motivated, positive attitude, and results-oriented
• A strong teamwork ethic; must have the ability to work both independently and as part of a larger team
• High level of demonstrated professionalism, integrity and ability to maintain sensitive information and appropriate decorum.
• Ability to remain standing for long periods of time
• Ability to move throughout the store
• Regular bending, lifting, carrying, reaching, and stretching
• Lifting heavy boxes and accessing high shelves by ladder or similar equipment

Education and Experience:

• High school diploma or G.E.D. equivalent required
• Bachelor's degree in marketing, communication, journalism, business administration, similar degree, or equivalent relevant experience preferred
• Minimum three (3) years of experience in a similar role either in-house or at an agency preferred
• Experience with Microsoft Office applications required

License and Certification:

• Valid driver's license and vehicle available for hauling show materials, supplies, etc. required

Work Environment:

PEC values a healthy work environment, and we focus on working efficiently and collaboratively to ensure quality and productive work as well as quality time away from the office. The work environment is business casual, friendly, respectful, and team oriented with daily peer interactions regarding work progress, client needs and project-specific technical issues. We strive to create an enjoyable work environment with support and opportunities for positive career growth. Much of the work will be conducted within an office setting with frequent sitting, reaching and manipulation of objects, tools and/or controls. The position requires mobility. Duties involved require moving materials that weigh up to 10 pounds on a regular basis and up to 25 pounds on an occasional basis. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines. At times, bending, reaching, standing, and walking may be required.

Supervisory Responsibilities:

• N/A

PEC is an AA/EEO/Veteran/Disabled employer.