Events Coordinator

Job Description

Job Description

The Events Coordinator provides high-level administrative and operational support to an engineering site leadership team by planning and executing events, managing site operations, and driving community engagement initiatives. This role acts as an information and communication hub, coordinating internal and external stakeholders, managing budgets and vendor relationships, and supporting business rhythm activities that advance overall site objectives. The position combines event management, business operations, marketing and promotion, and nonprofit and university partnerships to create meaningful experiences and foster an inclusive, innovative site culture.

Responsibilities

• Plan, coordinate, and execute monthly site events and programs that support overall site objectives and foster an engaging, inclusive culture.
• Support the engineering site leadership team by driving site operations, community engagement, event execution, and business rhythm activities.
• Collaborate with Employee Resource Groups (ERGs), nonprofit partners, universities, and internal teams to design and deliver impactful events and engagement initiatives.
• Manage event logistics end-to-end, including scheduling, venue coordination, catering, equipment, and on-site execution.
• Oversee budget and financial management for events and site programs, including budgeting, expense tracking, vendor management, and financial reporting.
• Prepare and process invoices, financial statements, reports, memos, letters, and other business documents with a high degree of accuracy.
• Maintain and improve records management systems, including filing, retrieving, and organizing corporate documents, records, and reports.
• Perform general office duties such as ordering supplies, maintaining office inventories, and supporting basic bookkeeping work as needed.
• Open, sort, and distribute incoming correspondence, including emails and faxes, and ensure timely routing to appropriate stakeholders.
• Prepare responses to correspondence containing routine inquiries and ensure clear, professional communication internally and externally.
• Develop and deliver internal communications, including newsletters, event announcements, and presentations to promote events and programs.
• Promote events across internal platforms and channels to drive awareness, engagement, and participation across diverse audiences.
• Coordinate and manage vendor relationships, including sourcing, contracting, communication, and performance oversight.
• Engage with local nonprofits, partners, and universities to build and maintain strong relationships and collaborative programs.
• Support strategic initiatives and cross-group projects by developing success metrics, tracking progress, and driving communication strategies.
• Collaborate closely with engineering, HR, finance, communications, legal, and other teams in a highly matrixed environment to ensure alignment and operational excellence.

Essential Skills

• 5+ years of experience in event management and logistics, with a demonstrated ability to plan and execute complex events and programs.
• 5+ years of experience in budget and financial management, including budgeting, expense tracking, vendor management, and financial reporting.
• 5+ years of experience in marketing and promotion, particularly in developing communications, promoting events and programs, creating engagement campaigns, and driving participation.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• High school diploma or GED.
• Availability to commit to a 12‑month assignment, with the ability to work onsite three days per week in a hybrid arrangement.

Additional Skills & Qualifications

• Experience fostering an inclusive and innovative workplace culture.
• Experience supporting events, logistics, site operations, community engagement, or similar programs.
• Creative and proactive mindset, with the ability to bring new ideas and innovative solutions to events, communications, and community-building initiatives.
• Experience within a technology company is preferred.
• Experience with budget management, vendor coordination, and stakeholder engagement is preferred.

Work Environment

This role is based in a hybrid work environment near Charlotte, NC, with an expectation to work onsite three days per week at a designated office building. The schedule typically follows a Monday–Friday workweek of approximately 40 hours, with overtime as needed to support key events, deadlines, or peak periods. The position operates within a professional office setting that supports an engineering site, using standard business technologies and tools, including Microsoft Word, Excel, PowerPoint, and internal communication platforms. The work involves regular interaction with engineering, HR, finance, communications, legal, Employee Resource Groups, universities, nonprofit organizations, and external partners. The environment emphasizes collaboration, operational excellence, community engagement, and inclusive culture-building. Dress expectations align with a professional office environment and may vary slightly depending on specific events or onsite activities. There is potential for assignment extension based on performance and business needs.

This is a Contract position based out of Charlotte, NC.

The pay range for this position is $28.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a hybrid position in Charlotte,NC.

This position is anticipated to close on Aug 31, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.