Event Coordinator

Role Description

The Event Coordinator is responsible for supporting the planning, coordination, and execution of internal and external events across MarCom Group. This role will primarily support virtual events, including:

• Webinars
• Virtual career fairs
• Online trainings
• Digital engagement programs

Additionally, the coordinator will assist with in-person meetings, conferences, trade shows, sponsorship activations, and recruiting events. The Event Coordinator plays a critical role in enhancing and building strong client relationships through well-planned and executed event experiences. This position requires a dynamic individual who is highly organized, detail-oriented, and willing to travel as events require.

Supervisory Responsibilities

• The Event Coordinator will be the on-site lead at select events.
• May travel with MarCom Group’s Production Assistant, assuming the Supervisor Role.

Duties & Responsibilities

This role will support the entire event department. Events will range in size and scope from virtual webinars and online trainings to large conferences, conventions, and recruiting events. Responsibilities will vary based on event assignment and account.

• Assist event team with event planning tasks and logistics such as:
• Coordinate virtual events, including webinars, virtual career fairs, online trainings, livestreams, and digital engagement programs.
• Manage event registration, attendee communications, speaker coordination, and event reporting.
• Create event briefs, timelines, run-of-show documents, and other planning materials.
• Venue sourcing and creation of venue proposals based on event requirements.
• Coordinate event-specific audiovisual, food and beverage, transportation, lodging, technology, and vendor requirements.
• Review BEOs for accuracy and provide feedback.
• Research vendors based on event needs, request quotes, and submit to the manager for approval.
• Manage vendor information to ensure proper documentation (COIs and signed vendor agreements).
• Obtain and review event sponsorship packages.
• Review event kits and create outlines for ordering electrical, internet, carpeting, cleaning, and other event needs.
• Coordinate shipping of event assets and materials.
• Manage RSVPs, event attendance, rooming lists, registration data, and final guest counts.
• Follow proper internal procedures for budgeting, promotional items, and travel arrangements.
• Conduct event research and provide recommendations.
• Other responsibilities as assigned.
• Participate in related event planning meetings and take thorough notes:
• Event Kick-Off
• Weekly Event Status Meetings (internal and external)
• Final Event Meeting
• Post-Event Meeting
• Answer emails with thoughtful responses and a sense of urgency according to MarCom Group brand standards.
• Assist event team with virtual and onsite event duties and logistics such as:
• Support live virtual event production and attendee engagement.
• Venue walkthroughs and tours.
• Onsite support at events.
• Event lead at select events.
• Create event checklists and timelines and ensure all tasks are completed on schedule.
• Additional responsibilities may include, but are not limited to, signage pickup, name badge printing, on-site check-in, shipping of materials, installation of event assets, receiving and management of rental equipment, overseeing event teardown, and related event support activities.
• Record and provide event-specific feedback and capture event photos.
• Provide clear communication with the Event Lead throughout the event.

Qualifications

• Understanding and ability to work across multiple project management tools and storage platforms such as Dropbox, Asana, Jig, SharePoint, Slack, and Outlook.
• Responsibly tracks work-related time, submitting a detailed weekly timesheet.
• Demonstrates the ability to carry on a professional, productive conversation with co-workers, vendors, and clients.
• Extremely organized and detail-oriented.
• Consistently punctual and responsive.
• Experience in event coordination.
• Ability to remain calm under pressure, make necessary decisions, and maintain a customer service mindset.
• Strong desire to learn many facets of the business.
• Team player.
• Responds to direct, immediate requests from the manager.
• Ability to multitask and prioritize work to meet deadlines and multiple requests.
• Excellent verbal and written communication skills.
• Strong problem-solving skills.
• Adheres to all company policies, procedures, and business ethics codes.
• Familiarity with virtual event platforms, webinar technology, and attendee engagement tools is preferred.

Preferred Qualifications

• 2–5 years of experience coordinating and managing virtual and/or in-person events.
• Experience managing webinars, virtual career fairs, online trainings, or livestream events.
• Experience utilizing project management tools.
• Experience coordinating events for any of the following industries: Recruiting, Marketing, Branding, or Federal Government.
• Experience managing budgets and tracking expenses.
• Bachelor’s degree in Business, Meeting/Event Planning, Communications, Marketing, or a related field.
• Willingness to travel domestically up to 25-40%.