Event Coordinator
About the role
[Company name] is hiring an Event Coordinator to plan and run about [number] events a year, such as [types of events like weddings, conferences, fundraisers or client dinners], for up to [number] guests. You will manage vendors, timelines and budgets and be on site to run each event. You will report to [manager title].
Responsibilities
- Plan events from first request to final invoice, using a checklist and timeline for each.
- Book and manage venues, caterers, rentals, entertainment and other vendors, and confirm details in writing.
- Track the event budget of [amount range] and report spending against it.
- Handle registration, guest lists, invitations and attendee questions in [event or registration tool].
- Work with clients or internal teams to understand goals, guest count and style.
- Be on site before, during and after each event to set up, direct vendors and solve problems.
- Create run of show documents, floor plans and day of schedules that staff and vendors can follow.
- Collect feedback after each event and send a short recap with what worked and what to change.
Requirements
- [Number] or more years of event, hospitality or project coordination experience.
- Strong organization, with the ability to run several events at various stages.
- Clear communication with clients, vendors and guests, including under pressure.
- Comfort with budgets and spreadsheets.
- Ability to work [evenings, weekends and travel as needed] and to lift or set up equipment up to [weight].
- [[Any license or certification your state or venue requires, such as alcohol service or food handling.
Nice to have
- Experience with [event type you run most].
- Experience negotiating with venues and caterers.
- A certification such as [event planning certification you prefer].
- Basic design skill for signs, programs or invitations.
Pay, schedule and benefits
Hours: [days and hours, onsite, hybrid or remote]. Pay: [pay range or rate]. Benefits: [short summary]. Equal opportunity statement: [use the wording your HR or legal advisor provides].