Programs & Events Coordinator

The El Paso Chamber believes that business is humanity's single greatest innovation for creating jobs, productivity gains, and community wealth. We support business and our community by providing opportunities for connecting, coaching, advocating, and innovating. Our mission is to transform businesses and improve lives in the El Paso metropolitan region. 

El Paso Chamber Core Values:

• A commitment to excellence
• Dedication to service to our members
• Respect for everyone in the community.
• Understanding that as a non-profit, we are held in the public's trust.

Position Summary

The position is responsible for working directly with the Director of Programs & Government Affairs to support the planning, coordination, and execution of El Paso Chamber of Commerce events and programs that engage members, strengthen business relationships, and support the Chamber's mission. This position manages event logistics, coordinates with vendors and internal teams, and provides a welcoming, professional experience for members, sponsors, speakers, and guests.

Key Responsibilities

• Coordinate logistics for Chamber events and programs, including networking opportunities, workshops, business meetings, and signature events.
• Maintain event calendars, timelines, planning checklists, and registration records.
• Arrange venues, catering, audiovisual equipment, signage, materials, and event setup and breakdown.
• Communicate with vendors, speakers, sponsors, volunteers, and attendees to confirm arrangements and expectations.
• Manage registration, attendance tracking, check-in, and attendee inquiries.
• Collaborate with Marketing to promote events and programs through email, social media, and other Chamber channels.
• Coordinate with Membership and Retention teams to encourage participation and strengthen member engagement.
• Track sponsor commitments and coordinate delivery of event benefits and recognition.
• Assist with event budgets, obtain vendor quotes, and monitor expenses within approved spending limits.
• Follow Chamber purchasing and payment procedures, and submit invoices, receipts, and supporting documentation to Finance promptly.
• Provide on-site event support, resolve logistical issues, and maintain a professional guest experience.
• Collect participant feedback and prepare post-event summaries covering attendance, expenses, sponsor fulfillment, and opportunities for improvement.
• Maintain accurate event files and member participation records in the Chamber's designated systems.
• Perform other related duties as assigned.

Qualifications

• Associate's or bachelor's degree in communications, marketing, business administration, or a related field preferred; equivalent relevant experience considered.
• Experience in event coordination, program support, hospitality, or administrative operations preferred.
• Strong organizational skills and the ability to manage multiple deadlines and priorities.
• Excellent written and verbal communication skills.
• Customer service skills and the ability to work effectively.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with event registration platforms or membership management systems preferred.
• Ability to work independently and collaboratively, exercise sound judgment, and adapt to changing needs.
• Bilingual in English and Spanish preferred.

Work Schedule and Requirements

This position requires availability for occasional early mornings, evenings, and weekends based on the event schedule, along with local travel to event locations. Duties include on-site coordination, periods of standing or walking, and assistance with event materials and setup, with reasonable accommodation as applicable.

Measures of Success

• Events and programs are organized, delivered on schedule, and supported within approved budgets.
• Members, sponsors, and attendees receive responsive service and clear communication.
• Sponsor commitments are fulfilled and documented.
• Event records, financial documentation, and post-event reports are accurate and timely.
• Participant feedback informs improvements to future events and programs.