Events & Experiences Coordinator

EVENTS & EXPERIENCES COORDINATOR

JOB RESPONSIBILITIES:

• Provides administrative and executional support to the CEE Team, completing tasks assigned by leadership.
• Assist in outlining requirements and expectations for various areas of the event.
• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
• Maintain lists, trackers, spreadsheets, and internal documentation to support project management and event logistics.
• Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.
• Responsible for various parts of event preparations, such as vendor sourcing, supplying quotes, developing seating plans, tracking registration, attendee experience, evaluating success afterward, etc.
• Lead operational aspects of events, including equipment logistics, room setup, guest list, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, décor, and marketing materials.
• Support client experiences from conception through post-event, assisting with on-site preparations, production, and event breakdown, ensuring consistent, high-level service throughout all phases.
• Support in maintaining a comprehensive database of industry contacts, vendors, and venues.
• Assist in proactive planning, communication, and scheduling of a wide variety of events.
• Research resources and support pre-event meetings when necessary to help the CEE Team make decisions about event design.
• Participate in internal planning meetings, including distributing agendas and taking minutes.
• Comply with legal, insurance, health, and safety regulations always.
• Execute all duties with a high level of reliability, accuracy, and responsiveness.

• Proven understanding and experience of event support, coordination, or administrative experience.
• Strong interpersonal and communication skills (written and oral).
• Strong organizational skills, including multitasking, time management, and meticulous attention to detail.
• Highly motivated self-starter.
• Ability to handle pressure and make split-second decisions.
• Polished and professional demeanor.
• Ability to work independently and as part of a team.
• Experience in marketing and/or public relations is a plus.
• Understanding of event management systems and registration tools used to manage registration and event logistics.
• Flexibility to travel both domestically and internationally, as needed.