Event Operations Coordinator

Job Description

The Event Operations Coordinator will support the planning and execution of events, including coordinating logistics, managing event budgets, and ensuring a positive experience for clients and attendees. This role focuses on smaller events with curated one-on-one meetings, making strong client relationships, attention to detail, and a service-oriented mindset essential.

Responsibilities

• Coordinate overall event planning and execution, including room layouts, seating arrangements, and event logistics.
• Collaborate with audiovisual (AV) teams, catering vendors, and other event partners to coordinate event requirements.
• Determine catering needs, including attendee counts, menu selections, and dining arrangements.
• Plan and coordinate receptions, special events, and other event-related activities.
• Support curated one-on-one client meetings and build strong relationships with clients and partners.
• Manage event budgets by allocating costs, tracking expenses, and reconciling budgets using Excel.
• Ensure events stay within budget and that all logistical details are handled effectively.
• Provide hands-on support wherever needed to ensure successful event execution.
• Navigate different personalities and resolve concerns or de-escalate challenging situations professionally.

Required Skills and Qualifications

• Microsoft Excel proficiency for budget tracking, cost allocation, and reconciliation.
• Strong organizational skills and attention to detail.
• Excellent communication and client relationship skills.
• Ability to work with different personality types and effectively de-escalate challenging situations.
• A strong customer-service mindset and willingness to jump in wherever needed to support an event.
• Ability to manage multiple event logistics and priorities in a fast-paced environment.

Preferred Experience

Candidates with experience in any of the following areas are encouraged to apply:

• Wedding planning or wedding catering.
• Hotel banquet operations.
• Conference centers or convention facilities.
• Event coordination, event support, or meeting planning.
• Catering coordination and vendor management.