Event Coordinator

Unclassified - Addison, TX

Part-time,Full-time - Mid Level

Addison, TX

10,001+ employees

About the position

The Event Coordinator position at PHP is a dynamic role that involves supporting and coordinating both small and large meetings and conferences for a fast-paced financial services company. The ideal candidate is a goal-oriented, self-directed individual who is enthusiastic about event planning and is committed to exceeding expectations. This role requires a creative and energetic approach to ensure that all event-related tasks are executed professionally and align with the organizational goals. The Event Coordinator will oversee all aspects of meeting planning, which includes site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting. In this position, the Event Coordinator will manage multiple national meetings simultaneously, ensuring that all details are meticulously handled. Responsibilities include working closely with the Supervisor on the digital management of contracts, speaker bios, session descriptions, and requests for proposals (RFPs). The coordinator will also be responsible for creating and sending event marketing communications through various channels, tracking correspondence with speakers and sponsors, and organizing event agendas. Additionally, the Event Coordinator will manage the event registration platform, coordinate travel and lodging for participants, create and manage budgets, and provide excellent customer service to registrants. Building solid relationships with exhibitors and sponsors is crucial, as is coordinating with the marketing team on event materials and signage. The role also involves overseeing meeting preparation, staffing events, and managing onsite event registration, which may require occasional travel. The Event Coordinator will perform data entry, administrative functions, and prepare post-event reports based on evaluations and surveys.

Responsibilities

• Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting.
• Work on multiple national meetings, both small and large-scale conferences and events simultaneously.
• Work with Supervisor on digital management of contracts, speaker bios, session descriptions, handouts, requests for proposals (RFPs), etc.
• Create and send event marketing communications via email, web, print.
• Send and track correspondence with speakers and sponsors/exhibitors.
• Coordinate creation of event agenda.
• Organize and manage event registration platform pre/during/post event.
• Manage project deliverables with all team members to help ensure deadlines are met.
• Prepare banquet event order (BEO) information with event venues.
• Coordinate travel, lodging and expenses for participants traveling to meetings.
• Create and manage budgets and collection of registration, sponsorship income and exhibit fees.
• Work directly with registrants on problems and inquiries, providing excellent customer service.
• Develop and maintain solid relationships with exhibitors/sponsors.
• Coordinate with marketing team on event materials and signage.
• Oversee meeting preparation, supplies ordering and packing/shipping of event materials.
• Coordinate with events and recognition teams to source and organize event recognition.
• Staff events (internal and external resources) and manage onsite event registration; includes occasional travel to regional and national meetings requiring flexibility in schedule.
• Data entry and daily administrative function.
• Create invoices and receipts as requested, track expenses for event budget reconciliation.
• Create and analyze online evaluations/surveys and prepare post-event reports.
• Other duties related as assigned by the Supervisor/Executive Team.

Requirements

• Innovative and resourceful; actively seeks opportunities to improve meetings and events.
• Experienced at negotiating and building partnerships with vendors.
• Exceptional client service skills and enjoys working with the public.
• Strong time management skills and ability to manage concurrent tasks efficiently.
• Superior attention to detail; first class organizational skills.
• High energy, positive, professional attitude, pride in work product.
• Strong computer skills to include Microsoft Office and experience using cloud-based project management tools.
• Basic web design experience and/or knowledge of HTML.
• Excellent written and verbal communication skills.
• Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed.
• Certified Meeting Planner (CMP) a plus, but not required.
• Minimum completion of a bachelor's degree.
• Minimum 3 years event/meeting coordination experience required.

Nice-to-haves

• Certified Meeting Planner (CMP) certification is a plus.

Benefits

• Competitive compensation package
• Family-like work environment
• Professional development opportunities
• Supportive company culture
• Health and wellness benefits
• Flexible work arrangements.