Office Coordinator

The Office Coordinator plays a vital role in supporting our client by providing event preparation, onsite coordination, and administrative support to the Corporate Events team and senior leadership. This position ensures seamless execution of both large-scale conferences (200–400 attendees) and frequent mid‑sized internal events. The ideal candidate is detail‑oriented, positive, energetic, tech‑savvy, and highly adaptable in a fast‑paced environment.

• Format, print, and assemble event badges
• Format and print event agendas and post‑event surveys
• Prepare lobby welcome signage for onsite events
• Create sign‑in sheets for security desk check‑ins
• Pack materials for shipment to offsite conferences
• Set up small in‑house events (badge returns, check‑in, signage, refreshments, etc.)
• Maintain a fully stocked pantry fridge with cold beverages
• Assist with event breakdown and material organization

• Provide technology support for senior leadership and the VP of Corporate Events (Excel updates, Word editing, Teams file management, shared document organization)
• Send registration reports and updates to VP of Events and leadership
• Review and verify registration data for accuracy
• Compare attendee registration lists with hotel rooming lists
• Verify attendee and badge details prior to printing
• Manage the organization‑wide events calendar in Outlook, including obtaining board meeting schedules from Associations
• Maintain and update the annual events spreadsheet
• Place small‑group lunch orders and support onsite meal setup
• Collect speaker presentations
• Make restaurant reservations for executive and event needs
• Complete direct billing applications as required
• Manage deposits, invoices, and post‑event billing reconciliation; submit to Accounts Payable
• Prepare post‑event survey presentation decks for distribution
• Create internal presentations for meetings and leadership reviews

• 2 major events per year with 200–400 attendees
• Multiple mid‑sized events throughout the year averaging ~200 attendees

• Exceptional attention to detail and accuracy
• Positive, energetic, and service‑oriented
• Highly adaptable and able to multitask across shifting priorities
• Tech‑savvy with strong proficiency in Microsoft Office (Outlook, Excel, Word, Teams)
• Strong organizational and time‑management skills
• Excellent communication and interpersonal abilities

• Experience in event coordination, hospitality, or administrative support
• Background supporting senior leadership or corporate events teams
• Comfort working in hybrid environments and onsite during peak event periods