Torchora
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Key Responsibilities and Required Skills for Events Coordinator

💰 $45,000 - $65,000

MarketingEvent ManagementHospitalityCommunications

🎯 Role Definition

Are you a master of details and a guru of logistics with a passion for creating unforgettable experiences? This role requires a dynamic and meticulous Events Coordinator to join our team! In this pivotal role, you will be the organizational backbone for our entire events portfolio, from intimate client dinners and large-scale conferences to engaging webinars and virtual trade shows. You will own the process from ideation to execution and post-event analysis, ensuring every event is a seamless, memorable, and impactful reflection of our brand. If you thrive in a fast-paced environment and love bringing a vision to life, we want to hear from you.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Assistant or Intern
  • Marketing Coordinator
  • Administrative Assistant with project management experience

Advancement To:

  • Senior Events Coordinator
  • Event Manager
  • Marketing & Events Manager

Lateral Moves:

  • Project Coordinator
  • Marketing Coordinator
  • Communications Specialist

Core Responsibilities

Primary Functions

  • Plan, coordinate, and execute all logistical aspects of corporate events, including conferences, trade shows, webinars, and internal meetings, from conception through to completion.
  • Develop and manage comprehensive project plans, detailed timelines, and event budgets, ensuring all milestones are met on schedule and within financial scope.
  • Serve as the primary point of contact for all event stakeholders, including internal teams (marketing, sales, leadership), external vendors, speakers, sponsors, and attendees.
  • Source, negotiate contracts with, and manage relationships with a wide range of vendors, including venues, caterers, A/V providers, and transportation services, to ensure quality and cost-effectiveness.
  • Oversee on-site and virtual event execution, including setup, registration management, staff/volunteer coordination, technical checks, and breakdown, proactively troubleshooting any issues that arise.
  • Collaborate with the marketing team to create and implement promotional strategies and communication plans to drive event registration, attendance, and engagement.
  • Manage the end-to-end event registration process, including building registration sites, tracking attendance numbers, processing payments, and handling attendee inquiries.
  • Conduct thorough post-event evaluations, analyzing key metrics like attendance, lead generation, budget variance, and attendee feedback to measure ROI and inform future strategies.
  • Coordinate all speaker logistics, including outreach, scheduling, travel arrangements, presentation collection, and on-site support to ensure a seamless speaker experience.
  • Manage logistics for virtual and hybrid events, including platform selection, technical rehearsals, live stream production, and facilitating digital attendee interaction.
  • Arrange and manage travel and accommodation logistics for event staff, executives, and VIP guests.
  • Ensure all events are compliant with relevant legal, insurance, health, and safety regulations.
  • Lead pre-event briefings and post-event debriefing sessions with internal teams and key stakeholders to ensure alignment and capture critical learnings.
  • Develop and coordinate event-related content and materials such as agendas, speaker bios, session descriptions, signage, and marketing collateral.

Secondary Functions

  • Maintain and manage an inventory of event-related assets, including promotional materials, signage, branded swag, and equipment.
  • Process vendor invoices, track expenses against the budget, and assist the finance team with the reconciliation of all event-related costs.
  • Support the development of sponsorship packages and assist in the fulfillment of sponsor deliverables and benefits.
  • Research industry trends, new venues, and innovative event technologies to continuously improve and enhance the attendee experience.
  • Provide exceptional customer service to all event participants, acting as a knowledgeable and helpful resource before, during, and after events.
  • Manage and update event information within the company's CRM and internal communication platforms.
  • Assist in scheduling and coordinating internal event planning meetings, preparing agendas, and distributing meeting minutes to keep all parties informed.

Required Skills & Competencies

Hard Skills (Technical)

  • Event Management Software: Proficiency in platforms like Cvent, Bizzabo, Hopin, or similar tools for registration, engagement, and management.
  • Project Management Tools: Experience using software such as Asana, Trello, or Monday.com to manage complex timelines and deliverables.
  • Budget Management: Strong ability to create, manage, and reconcile detailed event budgets with a high degree of accuracy.
  • Vendor & Contract Negotiation: Proven ability to source, negotiate with, and manage contracts with a wide array of event vendors.
  • CRM & Marketing Automation: Familiarity with CRM systems (e.g., Salesforce, HubSpot) for tracking leads and managing attendee data.
  • Microsoft Office Suite: Advanced proficiency in PowerPoint, Excel, and Word for creating presentations, tracking data, and developing documents.
  • Virtual Event Platforms: Competency in managing and producing events on platforms like Zoom, Microsoft Teams, and other webinar/virtual conference software.

Soft Skills

  • Exceptional Organization & Time Management: Meticulous attention to detail with the ability to manage multiple projects and competing priorities simultaneously without missing a beat.
  • Communication & Interpersonal Skills: Outstanding written and verbal communication skills, with the ability to professionally and effectively interact with individuals at all levels.
  • Creative Problem-Solving: A resourceful and proactive mindset, with the ability to anticipate challenges and calmly navigate unexpected issues in a high-pressure environment.
  • Stakeholder Management: A natural collaborator with a talent for building and maintaining positive relationships with internal teams, external partners, and clients.
  • Adaptability & Flexibility: Willingness to work non-traditional hours, including evenings and weekends as dictated by event schedules, and ability to travel.
  • Composure Under Pressure: The ability to remain calm, effective, and positive when dealing with last-minute changes and stressful situations.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent professional experience in a related field.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Hospitality Management
  • Marketing
  • Communications
  • Business Administration

Experience Requirements

Typical Experience Range: 2-4 years

Preferred: Direct, hands-on experience in planning and executing a variety of corporate events, including both in-person and virtual formats. Experience in a fast-paced corporate or agency environment is highly desirable.

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