Event Coordinator

Integrity Marketing Group - Addison, TX

Part-time,Full-time - Entry Level

Addison, TX

Professional, Scientific, and Technical Services

About the position

Integrity Marketing Group is seeking a goal-oriented, self-directed Event Coordinator to support and coordinate both small and large meetings and conferences for our fast-paced Financial Services Company. This position is ideal for individuals who are creative, energetic, and passionate about event planning. The Event Coordinator will ensure that all event-related tasks are delivered in a professional manner, aligning with the organizational goals. The role involves overseeing all aspects of meeting planning, including site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting. The successful candidate will manage multiple national meetings simultaneously, working closely with the Supervisor on digital management of contracts, speaker bios, session descriptions, and requests for proposals (RFPs). The Event Coordinator will also be responsible for creating and sending event marketing communications via email, web, and print, as well as coordinating the creation of event agendas and managing the event registration platform throughout the event lifecycle. In addition to logistical responsibilities, the Event Coordinator will create and manage budgets, track expenses, and ensure excellent customer service by addressing registrant inquiries. Building solid relationships with exhibitors and sponsors is crucial, as is coordinating with the marketing team on event materials and signage. The role may require occasional travel to regional and national meetings, necessitating flexibility in scheduling. The Event Coordinator will also handle data entry, administrative functions, and post-event evaluations, ensuring a comprehensive approach to event management.

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

• Minimum completion of a bachelor's degree.
• Minimum 3 years event/meeting coordination experience required.
• 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.

Benefits

• Life insurance