Event Coordinator

About the Role

We are seeking a detail-oriented and proactive Event Coordinator with a strong passion for event planning and project management. This remote contract role, ideally based near Houston, Chicago, or New York hubs, focuses on organizing events within the financial services sector. You'll be responsible for managing event logistics, budgeting, and execution along with coordinating third-party industry conferences.

Key Responsibilities

• Maintain the Global Events Tracker to monitor upcoming events.
• Create and manage comprehensive project plans for each event.
• Build event websites and invitations using the event platform Cvent, assist with attendance and list management.
• Handle all event logistics including venue and vendor selection, catering, audiovisual requirements, transportation, material ordering, and seating plans.
• Collaborate with teams to gather event content and deliverables.
• Support onsite event setup and operations.
• Manage event budgets ensuring cost-effectiveness without compromising quality, track expenses and update finance.
• Conduct post-event evaluations, collecting feedback from participants and stakeholders to assess success.
• Gather information for third-party conferences, including costs, attendee lists, agendas, and sponsorship or speaking opportunities.
• Track deadlines and handle conference registrations efficiently.
• Coordinate sponsorship and speaking event logistics, including submission of materials, marketing coordination, and speaker preparation.
• Develop pre-event briefing materials for significant conferences and assist with the planning of supplemental conference events.

Requirements

• 3 to 5 years of professional experience in event planning, preferably within financial services.
• Bachelor’s degree in Event Management, Marketing, or related discipline.
• Exceptional attention to detail coupled with enthusiasm for organizing events.
• Ability to manage multiple tasks in a fast-paced environment while prioritizing effectively.
• Strong self-motivation, organizational skills and proactive approach.
• Capable of maintaining composure and resolving problems quickly under pressure.
• Excellent communication, presentation, and interpersonal skills suitable for interaction across all organizational levels.
• Proficiency with Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
• Familiarity with event management software like Cvent and virtual event platforms such as ON24 is advantageous.
• Physical ability to lift materials weighing 5-10 lbs and operate standard office devices.
• Availability to travel up to 20% of the time and work overtime as necessary.

Additional Information

This position is a 6+ month contract starting as soon as possible, offering an hourly wage between $38 and $44 on a W2 basis. Benefits include health, dental, vision, and 401(k) plans. Visa sponsorship is not available for this role.