Events + Engagement Coordinator

Job Description

Under the direction of the Executive Vice President of Business Development, the Events & Engagement Coordinator is responsible for planning, coordinating and executing Greater Richmond Partnership events, meetings and engagement activities that support the organization’s business development, investor relations, marketing and regional leadership objectives.

\n

\n

This position serves as GRP’s central resource for event execution, managing events from initial planning through completion and ensuring each event delivers a professional, high-quality experience consistent with GRP’s brand and strategic priorities.

\n

\n

The Events & Engagement Coordinator works across the organization and collaborates closely with Business Development, Investor Relations, Marketing, Research, Operations and the President & CEO.

\n

\n

While the position reports to the Executive Vice President of Business Development, it supports events and engagement activities across all GRP functions.

\n

\n

This is an at-will position.

\n

\n

TYPICAL DUTIES:

\n

Event Planning & Execution

\n

\n
• Plans, coordinates and executes GRP meetings, events, receptions, programs and other engagement activities.
\n
• Manages event logistics from concept through completion, including venues, catering, audiovisual needs, registration, invitations, signage, transportation, room setup and other requirements.
\n
• Develops and maintains detailed event timelines, work plans, budgets, checklists and production schedules.
\n
• Coordinates with venues, caterers, audiovisual providers, transportation companies and other event vendors.
\n
• Solicits proposals, negotiates pricing and manages vendor relationships in coordination with GRP Operations.
\n
• Manages event registration, attendance lists, confirmations, name badges and attendee communications.
\n
• Coordinates event setup, on-site execution and breakdown.
\n
• Anticipates potential issues and proactively develops solutions to ensure events operate smoothly.
\n
• Conducts post-event evaluations, tracks feedback and recommends improvements for future programs.
\n

\n

GRP Programs & Engagement

\n

\n
• Coordinates logistics and execution for GRP programs and activities, including:
\n
• Annual Meeting and executive-level stakeholder events
\n
• Investor, board and committee meetings
\n
• Site selector and consultant engagements
\n
• Domestic and international business development missions
\n
• Conferences, trade shows and sponsorship activations
\n
• Staff and other organizational events
\n
• Coordinates calendars, materials, communications and logistical requirements associated with these programs.
\n
• Works with appropriate functional leaders to understand each event’s audience, purpose, content and desired outcomes and translates those objectives into professionally executed experiences.
\n

\n

Business Development Support

\n

\n
• Supports the Business Development team with logistics for prospect visits, market visits, conferences and domestic and international business development missions.
\n
• Coordinates itineraries, meeting locations, transportation, meals and other logistical requirements associated with prospect and consultant visits.
\n
• Supports special events and programs designed to strengthen relationships with site selectors, corporate executives and economic development partners.
\n

\n

Investor & Stakeholder Engagement

\n

\n
• Works closely with Investor Relations to execute investor meetings, programs, receptions and other engagement opportunities.
\n
• Maintains accurate attendee and participation information and coordinates with Investor Relations to ensure appropriate post-event follow-up.
\n
• Supports sponsorship fulfillment and recognition associated with GRP events.
\n
• Assists with VIP and executive-level guest coordination.
\n

\n

Marketing & Communications Coordination

\n

\n
• Partners with Marketing & Communications on invitations, event branding, presentations, signage, digital communications, photography and promotional materials.
\n
• Coordinates event-related content and information needed for websites, email communications and other promotional channels.
\n

\n

Budget & Administrative Responsibilities

\n

\n
• Develops and monitors individual event budgets in coordination with the EVP of Business Development and VP of Operations.
\n
• Tracks event expenses, invoices, contracts and vendor commitments and maintains accurate supporting documentation.
\n
• Identifies opportunities to improve event quality while effectively managing costs.
\n
• Uses technology, automation and emerging tools to streamline event management.
\n
• Performs other related duties as assigned.
\n

\n

 

\n

REQUIRED QUALIFICATIONS:

\n

\n
• Graduation from an accredited college or university with a bachelor’s degree in Hospitality Management, Business Administration, Communications, Marketing, Public Relations or a related field. Relevant work experience may be substituted for education on a year-for-year basis.
\n
• Three to five years of progressively responsible experience in event planning, project management, hospitality, corporate relations, economic development or a related field preferred.
\n
• Demonstrated experience independently managing professional events from planning through execution.
\n
• Exceptional project-management, organizational and time-management skills, including the ability to manage multiple events, deadlines and competing priorities simultaneously.
\n
• Strong attention to detail and demonstrated commitment to delivering high-quality work.
\n
• Excellent written and verbal communication skills.
\n
• Professional presence and comfort interacting with senior executives, Board members, elected officials, investors, corporate prospects and other external stakeholders.
\n
• Demonstrated ability to manage vendors, budgets, contracts and complex event logistics.
\n
• Strong problem-solving skills and ability to remain calm, professional and responsive when circumstances or priorities change.
\n
• Strong computer skills and proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint.
\n
• Ability to learn and effectively use event-management, registration, CRM and project-management technology.
\n
• Ability and willingness to occasionally work outside traditional business hours and travel as required for GRP events and business development activities.
\n

\n

 

\n

DESIRED QUALIFICATIONS:

\n

\n
• Experience planning corporate, economic development, association, nonprofit or executive-level events.
\n
• Experience coordinating conferences, trade shows, sponsorships, business development missions or executive visits.
\n
• Familiarity with Salesforce, HubSpot or similar CRM platforms; event registration platforms; survey tools; and project-management software such as Asana.
\n
• Experience managing event budgets, vendor contracts and sponsorship fulfillment.
\n
• Experience working with senior executives, Boards of Directors, public-sector leaders and private-sector stakeholders.
\n
• Experience using AI, automation or emerging technologies to improve event planning, communications or administrative processes.
\n
• Knowledge of Greater Richmond’s business community, venues and hospitality resources is a plus.
\n

\n

 

\n

CHARACTERISTICS OF THE SUCCESSFUL CANDIDATE:

\n

\n
• The successful candidate will be exceptionally organized, proactive, resourceful and detail-oriented while also understanding the larger purpose behind GRP’s events and engagement activities.
\n
• This person will be a strong project manager who takes ownership of execution, anticipates problems before they occur and is comfortable coordinating multiple internal and external stakeholders.
\n
• The ideal candidate combines hospitality with business judgment — understanding that a GRP event is not successful simply because it runs on time, but because attendees leave with a stronger connection to GRP, its mission and Greater Richmond.
\n
• The successful candidate will have a professional, collaborative and “can-do” demeanor and will be comfortable operating in a fast-paced environment where priorities may change quickly.
\n

\n

 

\n

WORKING CONDITIONS:

\n

\n
• Comfortable working conditions involving intermittent sitting, standing and walking. Event responsibilities may require extended periods of standing or walking and the movement of lightweight event materials and supplies.
\n
• Considerable exposure to deadline-driven and occasionally stressful situations as a result of event execution, changing circumstances and interaction with internal and external stakeholders.
\n
• Non-traditional working hours may be required, including early mornings, evenings and occasional weekends.
\n
• Domestic and occasional international travel may be required in support of GRP business development missions, conferences and events.
\n
• Operates a motor vehicle requiring a standard Virginia Driver’s License and a variety of standard office equipment.
\n

\n

 

\n

GRP VALUES:

\n

\n
• Focused
\n
• Disciplined
\n
• Innovative
\n
• Collaborative
\n
• Inclusive + Diverse
\n
• Passionate
\n

\n

 

\n

COMPENSATION AND BENEFITS:

\n

The Greater Richmond Partnership, Inc. offers a highly competitive compensation package for this position. The annual salary range for this position is $49,000 to $61,000, commensurate with qualifications and experience.

\n

Additional benefits include:

\n

\n
• Health, Vision and Dental
\n
• Paid Time Off Benefit
\n
• Paid Holidays
\n
• Group Life Insurance
\n
• Employee Assistance Program
\n
• Short-Term and Long-Term Disability Plans
\n
• Tuition Assistance Program
\n
• Retirement Savings Plan
\n

\n

 

\n

A TEN-YEAR PERSONAL, CRIMINAL AND EMPLOYMENT BACKGROUND CHECK IS REQUIRED FOR THIS POSITION.

\n

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

\n

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

\n

To apply, email your cover letter, resume and list of references to  View email address on ziprecruiter.com

\n

The Greater Richmond Partnership, Inc. is an Equal Opportunity Employer.

\n