Coordinator, Events and Programs

Job Description

Summary

The Coordinator, Events and Programs is a cross-functional role primarily supporting the development, production, execution, and access to Partnership major events. The position requires both in-person and virtual event and meeting experience. In addition to supporting flagship events, the coordinator is responsible for managing an events portfolio, overseeing a mix of programs, meetings, and organizational events throughout the year. This includes maintaining an up-to-date portfolio overview, tracking event milestones, ensuring cross-team alignment, and proactively identifying needs, risks, and opportunities across all assigned events.

The scope of work for this position includes project coordination, event consultation, portfolio management, staffing, and logistics for Partnership organizational events.

The coordinator must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. The coordinator should also possess strong customer service skills and a high level of professionalism to effectively serve both internal and external clients and vendors, while ensuring consistency and quality across the entire event portfolio.

The following responsibilities are essential to job performance:

The Member Engagement Division is responsible for the attraction, retention and engagement of members. To achieve this, the Member Engagement Division works to secure adequate funding for the organization through membership, events, business resource groups, and special initiative fundraising. The primary responsibilities of the Coordinator, Event Production are:

• Manage a diverse events portfolio, maintaining oversight of timelines, logistics, deliverables, and cross-department coordination to ensure consistent quality and successful execution across all assigned programs and events.
• Coordinate logistics for in-person, digital, and hybrid events. Duties include, but are not limited to: event logistics, processing registrations, preparing and responding to event emails, systematic event set‑up in the project and event management systems, volunteer staffing and training, event set‑up, and breakdown.
• Create and track deliverables in the project management system.
• Provide operational support and navigation of forward-facing and back-end functions. Includes virtual meetings, webinars, live streamed, simulcast, and pre-recorded meetings.
• Provide guidance during day‑of event logistics for volunteers and/or the Partnership staff and vendor partners.
• Prepare, maintain, and monitor required event deliverables including, but not limited to, signage, registration, volunteer assignments.
• Assist with the maintenance of timelines, budgets, marketing plans, procedures, and policies for each event.
• Assist in analyzing event performance, financials, and member involvement and preparation of debrief materials.
• Establish and grow relationships with members.
• Work cross-functionally with other member departments to provide consistent and seamless service to members of the Partnership.
• Assist in daily department operational and administrative functions (phone, email, data entry, and mail) to ensure specific projects are delivered efficiently.
• Ensure consistent Partnership brand messaging.
• Other duties as assigned.

Knowledge, Skills, and Abilities

The following knowledge, skills, and abilities are desirable for job success:

• Live event, hospitality, and meeting coordination experience.
• Experience with event management systems (CVENT), project management systems (Basecamp), and digital meeting platforms (Zoom, Webex, Google, etc.) required.
• Ability to demonstrate attention to detail in all work projects.
• Proven project coordination and organizational skills.
• Demonstrated interpersonal skills such as diplomacy, patience, empathy, and politeness.
• Demonstrated ability to work in a fast‑paced, deadline‑oriented environment.
• Solutions‑oriented and ability to problem‑solve.
• Flexibility, ability to change direction and re‑prioritize in response to changing situations.
• Prioritize conflicting needs; handle tasks and requests expeditiously and proactively;…