Event Coordinator

Job Description

Job Description

Retirement Planners of America (RPOA) is a Dallas-based wealth management and investment firm with over $3.58 billion in assets under management and serving over 6,600 households in 48 states (as of 12/31/23). RPOA has 14 offices in Texas, Arizona, California, and Oklahoma. The firm's financial advisors work with pre-retirees and retirees, offering financial planning, investment management, Social Security planning, and income tax planning services. As a fiduciary-bound firm, we make decisions based on our core values, prioritizing our clients' retirement security.

RPOA provides financial planning, investment management, family estate planning and income tax planning services nationwide. We help our clients build a plan to reach their retirement goals while protecting their investment.

The RPOA team includes over 30 retirement planners, all dedicated to helping our clients build a plan to reach their retirement goals while protecting their investments. At RPOA, we believe that retirement should be one of the best times of your life. RPOA’s primary goal is to help our clients to experience the best retirement possible.

Why Events (and Meetings) Matter at RPOA:

At RPOA, events are the heartbeat of our client relationships and internal culture—they're where education meets inspiration, fostering trust and long-term partnerships. From client seminars on retirement strategies to team-building gatherings, our events empower pre-retirees and retirees with knowledge while showcasing our commitment to their financial security. Meetings, in particular, are crucial to our success; they serve as collaborative hubs where our advisors, staff, and partners align innovative ideas, brainstorm solutions, and ensure every decision upholds our fiduciary standards. By facilitating seamless meetings and events, you'll help drive our mission: making retirement the best chapter of our clients' lives while boosting employee morale and productivity.

Job Description:

The Event Coordinator will assist in the planning and execution of events by handling various tasks such as research, problem-solving, communication through email and meetings, addressing inquiries, conducting pre-event walkthroughs, and creating event recap documents. The role includes ensuring events are executed according to contracts and supporting the Director of Events, RPOA Social with event monitoring during preparation and execution.

Job Responsibilities:

As our Event Coordinator, you'll play a key role in bringing the RPOA Social vision to life by creating meaningful experiences that strengthen client relationships, foster community, and support the overall growth of the organization. Your role will involve:

Event Planning & Execution

• Coordinate and execute a variety of internal and external events, including client seminars, educational workshops, social gatherings, appreciation events, meetings, conferences, and employee engagement initiatives.
• Research venues, solve logistical challenges, communicate via email and meetings, handle inquiries, conduct pre-event walkthroughs, and create detailed event recap documents to support successful event execution.
• Support all phases of event planning and execution, including venue research, logistics coordination, registration management, vendor communication, contract compliance, pre-event walkthroughs, and post-event evaluations.
• Assist the Director of Events, RPOA Social in monitoring events during preparation and execution, proactively identifying and resolving issues to ensure seamless attendee experience.
• Collect and manage registrations for all RPOA events and maintain accurate event documentation and records.

Client Experience & Community Engagement

• Serve as a steward of the RPOA client experience by helping create welcoming, thoughtful, and memorable interactions that foster connection and community.
• Support the development and execution of events that amplify RPOA's mission, messaging, and commitment to helping clients enjoy a fulfilling retirement.
• Gather attendee feedback and event insights to identify opportunities to strengthen engagement and enhance future programming.
• Represent RPOA professionally during events, cultivating meaningful relationships with clients, guests, and partners.

Vendor & Stakeholder Collaboration

• Build and maintain strong working relationships with RPOA staff, retirement planners, allied organizations, venues, hotels, caterers, transportation providers, A/V partners, and other vendors.
• Coordinate planning meetings and collaborate across departments to ensure successful event execution and alignment with organizational goals.
• Participate in brainstorming sessions to develop event themes, branding elements, logos, messaging, and creative enhancements that elevate the attendee experience.
• Coordinate vendor meetings and assist in managing vendor relationships to ensure high-quality service and event delivery.

Event Operations, Reporting & Financial Management

• Maintain event records, registration data, timelines, contracts, and planning documents.
• Assist with budget development, event pricing, expense tracking, and vendor management to ensure fiscal responsibility and operational efficiency.
• Support contract administration and help ensure event deliverables are executed according to agreed-upon terms and expectations.
• Provide regular project updates, status reports, and event planning progress reports to the Director of Events, RPOA Social.
• Assist with event reporting, recap analysis, attendance tracking, budget reconciliation, and other administrative functions that support strategic decision-making.

Innovation & Continuous Improvement

• Contribute innovative ideas and recommendations to improve event experiences, attendee engagement, operational processes, and overall program effectiveness.
• Analyze event performance, attendance trends, recap data, and participant feedback to identify opportunities for continuous improvement and strategic growth.
• Help develop scalable processes, tools, templates, and best practices that support the continued growth and evolution of RPOA Social.

Additional Responsibilities

• Demonstrate a strong sense of ownership, accountability, and proactive communication while managing multiple projects and competing priorities.
• Support the Director of Events, RPOA Social with special projects, departmental initiatives, and cross-functional collaborations as needed.
• Perform other duties and responsibilities as assigned, both within and outside the scope of listed job responsibilities, in support of the success of RPOA Social, the Marketing Team, and the broader organization.

A Week in the Life of an RPOA Event Coordinator:

Imagine a dynamic week blending creativity, collaboration, and execution:

• Monday : Kick off with a team huddle (virtual or in-office) to review upcoming events, brainstorm ideas for a client seminar, and assign tasks. Spend the afternoon researching venues and negotiating with vendors via email and calls.
• Tuesday-Wednesday : Dive into logistics—manage registrations for an internal event, coordinate with A/V teams for a webinar, and conduct a virtual walkthrough with hotel staff. Handle inquiries from attendees and update event budgets.
• Thursday : Travel to a local venue for a pre-event site visit, ensuring everything aligns with contracts. Back in the office (or remote), collaborate on branding elements and prepare materials.
• Friday : Wrap up loose ends, like finalizing catering menus or troubleshooting potential issues. End the week by drafting a recap for a recent event and planning for the next—perhaps celebrating with a quick team check-in.
• Weekends (Occasional) : If an event is live, you'll be on-site, overseeing execution and mingling with clients to gather feedback, turning overtime into rewarding connections.

This hybrid role offers flexibility, with your in-office and remote schedule set by your manager, allowing you to balance high-energy event days with focused planning time.

Job Qualifications:

Education:

High school diploma or equivalent required. A bachelor’s degree from an accredited college or university is preferred, but an equivalent combination of education and relevant experience will be accepted.

Experience & Skills:

• Proven proficiency in Microsoft Office (Word, PowerPoint, Excel); experience with Cvent and Salesforce is a plus.
• Proven ability to successfully manage multiple events and projects simultaneously while balancing shifting priorities and deadlines.
• Experience supporting seminars, meetings, conferences, client events, hospitality-driven experiences, or event programming is preferred.
• Familiarity with legal and contractual event terminology.
• Exceptional planning, organizational, and communication skills.
• Strong sense of ownership and accountability with the ability to work independently and proactively.
• Demonstrates ability to build collaborative relationships with internal teams, vendors, venues, and external partners.
• Excellent problem-solving skills with the ability to remain calm and adaptable under pressure.
• Passion for creating memorable client experiences and contributing innovative ideas to enhance event programming.
• Demonstrates a hospitality mindset and genuine passion for creating meaningful experiences that make clients feel welcomed, valued, and connected.
• Ability to communicate proactively, anticipate needs, and follow through on commitments with minimal oversight.
• Thrives in a fast-paced environment where priorities may shift and flexibility is required.
• Applicants must be authorized to work in the United States without sponsorship.

Physical Demands:

• Ability to travel up to 35%, including overnight travel, while maintaining ownership of assigned projects and deadlines.
• Ability to lift and carry event materials, equipment, and supplies weighing up to 50 pounds.
• Ability to perform occasional physical tasks related to event setup, teardown, inventory organization, venue preparation, and transportation of event materials. This may include standing, walking, bending, reaching, loading/unloading supplies, and other activities required to support successful event execution.

Work Environment:

• This hybrid role follows a Monday–Friday schedule, with in-office and remote work determined by your manager.
• Occasional evening and weekend events may be required, so the role calls for flexibility, agility, and the ability to adapt to changing event needs.