Event Planning Coordinator

Event Planning CoordinatorPosition SummaryThe Event Planning Coordinator manages the logistics of events from initial planning through post-event reconciliation. This role ensures that event commitments are completed on time, within budget, and in accordance with client requirements and policies.The coordinator plans and tracks event details—including venues, speakers, catering, equipment, and travel—and communicates regularly with sales representatives, faculty, vendors, and internal teams.Key ResponsibilitiesManage promotional educational programs in event-management platform.Support customer representatives in planning within approved budgets and client guidelines.Coordinate venues, menus, audiovisual equipment, and air and ground transportation.Arrange payments with venues, caterers, and other vendors.Review venue contracts for accuracy and compliance with client requirements.Ensure meeting materials and event details are complete and accurate.Maintain frequent communication with sales representatives, faculty, venues, and internal colleagues.Coordinate events from initial planning through execution and post-event reconciliation.Collaborate with team members to ensure events run smoothly.Protect confidential information and comply with policies related to sensitive communications and intellectual property.Manage a high volume of events while responding promptly to phone and email inquiries.Participate in a rotating after-hours phone schedule, covering 5 p.m. to midnight during assigned weeks.Work flexible or extended hours as needed to support client and business requirements.Qualifications and CompetenciesPositive, team-oriented approach and willingness to take initiative.Strong interpersonal, customer service, and organizational skills.Exceptional attention to detail and ability to manage multiple priorities.Clear, professional written and verbal communication and phone etiquette.Ability to work effectively in a fast-paced environment where priorities and plans may change.Receptiveness to constructive feedback and ability to apply it.Ability to maintain productivity while handling recurring planning tasks and periods of high volume.Flexibility to assist with additional team needs as required.Proficiency in Microsoft Office, particularly Word and Excel; experience with financial calculations, PivotTables, and VLOOKUP is preferred.Familiarity with Gmail is preferred.Basic math and spelling proficiency.Strong ability to collaborate and contribute to a supportive team environment.