Virtual & In-Person Events Coordinator

Job Description

POSITION SUMMARY  

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The Events Coordinator supports the planning, coordination, and execution of Tax Executives Institute’s (TEI) portfolio of virtual events (simulive, webinars, webinar series, and online learning) and in-person educational programs (conferences, seminars, courses, and member-facing meetings). This position requires a highly organized, detail-oriented professional with strong project management, technical, and customer service skills who can manage multiple priorities and deadlines simultaneously. 

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The Events Coordinator works closely with TEI’s Events and MarComm Teams and other internal stakeholders throughout all phases of event production, from initial set-up and pre-event planning through onsite or virtual execution and post-event follow-up.

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ABOUT TEI  

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Founded in 1944 by 15 corporate tax executives, TEI has grown into a global professional community of more than 6,500 members from over 3,000 organizations across the United States, Canada, Europe, Asia, and Latin America. TEI supports its members through continuing education, advocacy, networking, and thought leadership. The Institute offers a collegial workplace, a hybrid schedule, and a culture that values collaboration, flexibility, and professional development. 

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PRIMARY ROLES & RESPONSIBILITIES  

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Virtual Event Support  

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Manage and conduct TEI’s Chief Tax Officer (CTO) and Thomson Reuters webinar series . Coordinate all program logistics, from planning to conducting the day-of virtual event, through post-event follow-up, including managing speakers and speaker agreements, webinar platform setup, speaker biographies and headshots, presentation materials, deadline tracking, pre-event communications, and technical rehearsals. Provide speakers, moderators, and TEI staff with virtual event instructions and support. Manage post-event activities, including attendance reporting, evaluations and surveys, recordings, learning platform updates, program records, and other follow-up. 

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Manage and host the Zoom component for TEI’s simulive education programs . Simulive programs are pre-recorded and played back for a live virtual audience with speakers on hand to answer live questions. Responsibilities include launching and hosting the Zoom session(s), managing speakers and presenters, assisting with participant access and technical issues, monitoring the chat and Q&A, and ensuring a smooth transition between the recorded educational content and the live virtual component. Work closely with the Virtual Events Manager and program team to ensure each simulive program is properly prepared and executed. 

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Backup Virtual Events Manager across TEI’s virtual education programs , including webinars, simulive programs, and on-demand/ self-study offerings, as needed. Assist with program planning, platform setup and testing, registration monitoring, LMS updates, participant communications, and day-of-event support. Maintain project plans and production timelines for virtual programs and eLearning initiatives, coordinate speaker deliverables, marketing requests, platform requirements, and other program milestones to help ensure projects remain on schedule. 

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Provide participant and member support for virtual education programs , including responding to inquiries regarding registrations, webinar access, course materials, learning platforms, technical issues, and continuing education credits. 

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Provide post-event support and analysis by compiling attendance, registration, participation, survey, and other event data; distributing post-event surveys and reminders; supporting event debriefs with internal stakeholders; and organizing final event files, presentations, and records. 

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In-Person Event Support   

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Manage general pre-event logistics, including ordering, shipping and tracking signage, supplies, materials, and other event-related items. 

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Support special events planning by working with primary event planner and sponsorship director to coordinate and execute on all facets of event receptions and special sponsor-based receptions. 

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Coordinate onsite event logistics by working with the primary event planner to facilitate arrangements with hotels, venues, AV providers, decorators, and other event partners.  

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Manage VIP arrangements by working with primary event planner and other TEI staff to ensure accommodations, social events, invitations, transportation, and other special requests are planned for and fulfilled. 

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Provide onsite support at approximately three to six in-person events throughout the fiscal year, helping ensure smooth event operations and a positive attendee experience. Responsibilities may include meeting room setup, signage and materials, food and beverage functions, speaker-ready rooms, registration and badge scanning, session attendance tracking, receptions and sponsor-hosted events, and responding to attendee and speaker needs, including VIPs and special arrangements. 

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Capture onsite event content by taking photos and gathering noteworthy moments from attended events for use in TEI’s marketing and social media efforts. Provide photos and any relevant context or suggested copy to the MarComm Team for posting on LinkedIn and other social media channels. 

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ADDITIONAL ROLES & RESPONSIBILITIES  

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Monitor TEI’s general events email inbox daily and appropriately route or respond to event-related inquiries from members, attendees, speakers, vendors, and other stakeholders. 

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Support CPE/CLE administration and compliance by assisting with TEI’s annual NASBA certification for in-person, virtual and self-study programs and continuing legal education requirements for applicable state bar associations. 

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Coordinate internal meetings and special TEI staff events, including holiday and team-building activities, as needed. 

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Support other Events Team initiatives and projects as assigned. 

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QUALIFICATIONS & SKILLS  

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Bachelor’s degree and 1–3 years of professional experience in event planning, event coordination, or a related field, preferably in an association, education, or professional services environment. 

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Experience supporting meetings, conferences, educational programs, virtual events, or other live event production preferred. 

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Strong organizational and project management skills with exceptional attention to detail and the ability to manage multiple deadlines and priorities. 

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Ability to work independently and collaboratively, exercise sound judgment, and adapt to changing priorities in a fast-paced environment. 

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Strong written and verbal communication skills and a professional, service-oriented approach when working with members, speakers, vendors, staff, and other stakeholders. 

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Comfort working with event technology and learning new systems and platforms. 

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Experience with Zoom, association management systems, event registration platforms, project management tools, or similar technologies preferred. 

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Proficient with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint. 

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Ability to efficiently troubleshoot basic technology and event-production issues. 

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Ability to work in the Washington DC office on a hybrid basis. 

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TRAVEL & SCHEDULING REQUIREMENTS  

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Ability and willingness to travel to TEI conferences, seminars, meetings, and other events as required. Approximately 10-15% travel time to support on-site event needs for TEI educational and associated events. Includes multi-day business trips per year and occasional weekend travel (with a Floating Holiday offset). 

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Ability to work occasional early mornings, evenings, and weekends in support of onsite and virtual programming. 

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Ability to perform physical event-related tasks, such as moving event materials, signage, supplies, and boxes, as reasonably required. 

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COMPENSATION & BENEFITS  

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TEI offers a competitive salary and comprehensive benefits package, including medical, dental, vision, and life insurance; flexible spending accounts; hybrid work schedule; annual performance-based bonuses; generous paid leave; and a 401(k) plan with a 6% employer match. TEI’s office is centrally located at Metro Center in Washington, DC, with convenient access to multiple Metro lines, shops, and restaurants. The Virtual & In-Person Events Coordinator position requires an onsite/ office presence at least two days per week. Base salary is between $65,000 and $75,000 based upon experience. 

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