Part Time Event Coordinator; Administrative

Part Time Event Coordinator (Administrative)

Date:
Aug 24, 2026

Location:

Columbus, OH, US, 43219

Company:
Flight Safety International

About Flight Safety International Flight Safety International is the world's premier professional aviation training company and supplier of flight simulators, visual systems and displays to commercial, government and military organizations. The company provides training for pilots, technicians and other aviation professionals from 167 countries and independent territories. Flight Safety operates the world's largest fleet of advanced full-flight simulators and award-winning maintenance training at Learning Centers and training locations in the United States, Canada, France and the United Kingdom.

The Event Coordinator is a part-time position that provides essential administrative and operational support to the Flight Safety Events Team, ensuring smooth planning, documentation, and budgeting support. This role is primarily administrative and office-based; it includes periodic local travel to support onsite logistics and event registration. The ideal candidate is organized, detail-driven, and comfortable providing administrative support for a high-volume events calendar, while also stepping in for hands-on tasks as needed.

The following duties are essential to the successful and satisfactory performance of this job. Other duties may be assigned.

• Administrative & Project Support
• Provide day-to-day administrative support for the Events Team, including scheduling, document preparation, expense tracking, procurement, and vendor coordination.
• Maintain accurate event files and ensure all documentation is organized and saved in the appropriate shared department folders.
• Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews.
• Support the coordination of event registrations, attendee lists, internal communications, and briefing documents.
• Assist with processing payments, managing contracts, and tracking project milestones.
• Event Planning Assistance
• Support the Events Team and internal stakeholders with pre-event planning, including reviewing exhibit kits, gathering requirements, and placing show orders.
• Coordinate shipments with the DFS warehouse and track all inbound and outbound event materials.
• Assist with creating event recaps, feedback summaries, and follow-up reporting.
• Coordinate and set up smaller local events.
• Marketing & Cross-Functional Collaboration
• Work with the Marketing team on event-related tasks such as registration forms, procurement management, and Concur Expense and Invoicing.
• Attend conference calls and marketing team meetings as needed.
• Coordinate catering orders and manage for local and on-site events.
• Communicate professionally with vendors, partners, and internal teams to support seamless planning.
• Onsite Support (Occasional Travel)
• Attend select events to support onsite coordination, registration management, vendor check-in, and basic event setup or packing tasks.
• Assist with unpacking small materials, organizing displays, and providing general onsite support as needed.
• Ensure event materials are returned, documented, and restocked post-event appropriately.
• Other Duties
• Support additional administrative projects and department initiatives as assigned.

Associate's degree or 3+ years of experience in an administrative role

3+ years of experience in administrative support or event coordination (global marketing environment a plus).

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong organizational, communication, and prioritization skills. Experience tracking budgets, managing documents, or supporting project workflows. Comfortable interacting with colleagues at all levels. Experience with Concur, , or Smartsheet is highly recommended but not required. Ability to demonstrate prior experience supporting event operations or administrative functions through examples of planning documents, processes, or logistics management.

Highly organized,…