Event Planner/Coordinator

Integrity Marketing Group - Addison, TX

Part-time - Mid Level

Addison, TX

10,001+ employees

Professional, Scientific, and Technical Services

About the position

The Event Coordinator will oversee and facilitate all aspects of meeting planning for Integrity Marketing Group, managing multiple national meetings and events. This role requires exceptional organizational skills, attention to detail, and the ability to provide excellent client service while ensuring seamless execution from site selection to post-event reporting.

Responsibilities

• Oversee and facilitate all aspects of meeting planning, including site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting.
• Manage multiple national meetings and events simultaneously.
• Collaborate with the Supervisor on digital management of contracts, speaker bios, session descriptions, handouts, and RFPs.
• Create and send event marketing communications via email, web, and print.
• Send and track correspondence with speakers and sponsors/exhibitors.
• Coordinate the creation of event agendas.
• Organize and manage the event registration platform pre/during/post event.
• Project manage deliverables with all team members to 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 collect registration, sponsorship income, and exhibit fees.
• Provide excellent customer service by working directly with registrants on problems and inquiries.
• Develop and maintain solid relationships with exhibitors/sponsors.
• Coordinate with the 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 and manage onsite event registration, including occasional travel to regional and national meetings.
• Perform data entry and daily administrative functions.
• Create invoices and receipts as requested, and track expenses for event budget reconciliation.
• Create and analyze online evaluations/surveys and prepare post-event reports.
• Perform other duties as assigned by the Supervisor/Executive Team.

Requirements

• Minimum completion of a bachelor's degree.
• Minimum 3 years of event/meeting coordination experience required.
• Strong time management skills and ability to manage concurrent tasks efficiently.
• Superior attention to detail and first-class organizational skills.
• Strong computer skills, including 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.

Nice-to-haves

• Certified Meeting Planner (CMP) a plus, but not 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.
• High energy, positive, professional attitude, and pride in work product.
• Great team member: willing to roll up your sleeves and pitch in to help colleagues when needed.

Benefits

• Life insurance