Corporate Event Coordinator

Summary

Join AireSpring, a leading Managed IT services provider, as our dynamic Corporate Event Coordinator! You will oversee the planning and execution of diverse corporate events, from initial concept to post-event reporting. This pivotal role demands exceptional organizational skills, multitasking abilities, and strong communication to collaborate with various stakeholders. You will manage event logistics, budgets, vendor relationships, and ensure flawless event execution. Success in this position requires proven event coordination experience, strong understanding of event logistics, and proficiency in Microsoft Office Suite, especially Excel. The ideal candidate will be detail-oriented, calm under pressure, and adept at problem-solving.

Requirements

• Proven experience in event coordination or a similar role
• Strong understanding of event logistics, AV equipment, and inventory management
• Excellent organizational, problem-solving, and multitasking skills
• Outstanding communication and interpersonal abilities to collaborate with diverse stakeholders
• Demonstrated ability to remain calm under pressure and adapt to changing circumstances
• Knowledge of bookkeeping and accounting principles
• Familiarity with planning a wide variety of events and anticipating potential challenges

Responsibilities

• Oversee all aspects of event planning and management, including logistics, budgeting, and vendor coordination
• Create purchase orders, manage invoices, and support event promotion through email and social media campaigns
• Conduct venue research, coordinate booth shipments, and manage event setup and teardown, including AV equipment and staffing
• Develop and maintain event timelines, ensuring milestones are met and resources are allocated effectively
• Build strong relationships with vendors, venues, and other external partners
• Price and order materials such as furniture, carpeting, labor, and audiovisual equipment to meet event needs
• Serve as the primary point of contact for attendees, vendors, sales teams, and internal stakeholders
• Monitor live event activities, addressing and resolving issues in real-time
• Track event costs, maintain budgets, and ensure timely deposits and invoice payments
• Prepare post-event reports to assess performance and identify opportunities for improvement
• Handle other duties as assigned by management
• Follow SOC2 protocols to ensure compliance with security, privacy, and data protection standards during event planning and execution

Preferred Qualifications

• Microsoft Office Suite, especially Excel
• Establish and maintain strong relationships with vendors and venues
• Plan and manage event details such as timelines, attendee lists, and logistics
• Develop accurate cost estimates, manage expenses, and ensure budgets are adhered to
• Proactively address potential issues and devise contingency plans