Job Description

Location: Hybrid (Plano, Texas)

Job Summary:

The Event Coordinator is responsible for planning, coordinating, and executing a variety of events, ranging from single day workshops and summits to multi-day corporate events. The role involves managing logistics, vendor relationships, and communications to ensure that each event runs smoothly, on time, and within budget.

Key Responsibilities:

• Event Planning: Collaborate with clients or internal teams to understand event goals and requirements. Develop detailed event plans, timelines, and budgets.
• Vendor Management: Research, negotiate, and contract with event vendors such as caterers, venues, decorators, audiovisual providers, and entertainment.
• Logistics Coordination: Organize event logistics, including venue setup, guest accommodations, transportation, and schedule management.
• Budget Management: Track expenses, maintain financial records, and ensure all events stay within the allocated budget.
• On-Site Event Management: Oversee the setup, execution, and breakdown of events. Ensure smooth operations on the day of the event, troubleshooting any issues that arise.
• Client Communication: Serve as the main point of contact for clients, ensuring clear communication before, during, and after events.
• Marketing and Promotion (if applicable): Collaborate with marketing teams to promote events through various channels such as social media, websites, and email campaigns.
• Post-Event Follow-up: Conduct post-event evaluations to assess outcomes and gather feedback from clients and attendees for future improvements.

Required Skills and Qualifications:

• Experience: 2-3 years of experience in event planning, hospitality, or a related field.
• Education: Bachelor's degree in event management, hospitality, communications, or related disciplines (preferred).
• Strong organizational skills: Ability to multitask and manage several events and deadlines simultaneously.
• Communication skills: Excellent written and verbal communication skills, with the ability to interact effectively with clients, vendors, and team members.
• Attention to detail: Meticulous attention to detail to ensure all aspects of events are executed flawlessly.
• Problem-solving: Ability to remain calm under pressure and quickly resolve any issues that arise during events.
• Flexibility: Willingness to work evenings, weekends, and long hours during event preparations and execution.
• Technical proficiency: Familiarity with event management software, registration platforms, and basic office tools (e.g., Microsoft Office Suite).

Preferred Skills and Qualifications:

• Experience in managing corporate events, trade shows, or large-scale conferences.
• Proficiency in using event planning software (e.g., Cvent, Eventbrite).
• Certification in event planning or project management (CMP, CSEP, or PMP).

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