Event Coordinator; On-Site

The Event Coordinator provides administrative, operational, and event coordination support for the Marketing Department of an architecture and engineering firm. This role coordinates business development, recruiting, employee engagement, client, community, and corporate events while supporting the day-to-day execution of marketing initiatives. The successful candidate is highly organized, detail-oriented, and service-oriented, with the ability to manage multiple priorities in a fast-paced professional services environment.

Qualifications

• Associate's or Bachelor's degree in Marketing, Communications, Business Administration, Event Management, or a related field preferred.
• Two or more years of experience in marketing coordination, event planning, administrative support, or a related role.
• Experience supporting architecture, engineering, construction, professional services, or business-to-business organizations preferred.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and event management platforms.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Event Planning & Coordination
• Administrative Support
• Project Coordination
• Budget Tracking & Reporting
• Communication & Relationship Management
• Time Management & Organization
• Customer Service
• Problem Solving
• Attention to Detail
• Professionalism & Accountability

Success Factors

Successful performance in this role includes:

• Delivering high-quality, well-executed internal and external events.
• Providing exceptional administrative and operational support to the Marketing Department.
• Maintaining accurate event, project, and budget records.
• Supporting business development, recruiting, employee engagement, and community outreach objectives.
• Building strong relationships with employees, clients, universities, vendors, and community partners.
• Demonstrating initiative, responsiveness, accountability, and attention to detail.
• Contributing to the firm's visibility, growth, culture, and reputation.

This position serves as a critical coordination and administrative resource that helps advance the firm's business development efforts, employee experience, community engagement initiatives, and overall brand presence.

Marketing Administration & Operations

Support the day-to-day operations of the Marketing Department by providing administrative, organizational, and project coordination assistance. Responsibilities include managing departmental schedules, communications, documentation, budgets, and marketing resources to ensure efficient execution of marketing initiatives and departmental objectives.

• Serve as the primary administrative support resource for the Marketing Department.
• Maintain departmental calendars, event schedules, project trackers, and marketing activity timelines.
• Coordinate meetings, agendas, presentations, and departmental communications.
• Prepare reports, correspondence, event summaries, and presentation materials.
• Track budgets, invoices, sponsorship commitments, vendor agreements, and purchase requests.
• Maintain organized marketing assets, event records, photographs, and departmental documentation.
• Support special projects and operational initiatives as assigned.
• Assist Marketing leadership with administrative and organizational needs.

Business Development Events

Support the firm's business development efforts through the coordination of conferences, trade shows, industry events, client functions, and networking opportunities.

• Event planning and project coordination.
• Sponsorship administration.
• Venue selection and vendor management.
• Registration management and attendee tracking.
• Coordination of marketing collateral, branded materials, and promotional items.
• Travel logistics support as assigned.
• On-site event support and execution.
• Post-event reporting and performance tracking.

Partner with Business Development leaders to maximize the firm's visibility within target industries, markets, professional associations, and client communities.

Recruiting & University Relations

Partner with People & Culture, hiring managers, and technical leaders to coordinate recruiting activities that support the firm's talent acquisition strategy.

• Career fair coordination.
• University and campus recruiting events.
• Internship and co-op recruiting initiatives.
• Recruiting material preparation…