Event Coordinator, Hospitality ​/ Hotel ​/ Catering

Event Coordinator - Phoenix, AZ

WHO WE ARE:

Cultivate Your Career with a Vibrant, Dedicated Team

Small Giants isn't just a marketing and business development agency; we're a thriving community committed to long-term success in Phoenix and Denver. We are a woman-owned, highly specialized strategic and creative agency specifically focused on commercial real estate, construction, and professional services. This is an award-winning, highly collaborative company specializing in commercial real estate and construction (CRE and AEC) clients of all sizes across the country.

We believe in crafting specialized growth strategies, creative concepts, brand storytelling and strategic communications that drive our clients' success. Our vibrant team culture thrives on collaboration, continuous learning, and shared achievement. From team outings and catered lunches to ongoing internal education opportunities, we are committed to helping our team deepen their expertise and grow their careers at Small Giants.

If you're a meticulous event professional who remains calm under pressure and possesses a "client-first" mentality, you'll find a rewarding home with us. We seek a detail-oriented individual who excels at real-time troubleshooting and delivering flawless experiences. This role is ideal for a professional who thrives on tactical execution and being "on the ground" to ensure every detail is handled. If you find satisfaction in event logistics and want to grow your career, we want to meet you.

Is this you?

What the position entails

Event Planning & Execution

• Serve as the primary execution lead of external client events, ensuring every detail aligns with the client's vision and agency standards.
• Coordinate client-facing sessions with a focus on high-level hospitality and professional delivery.
• Participate in venue selection, contract negotiation, and vendor relationships to ensure exceptional service and cost-efficiency.
• Oversee on-site event execution, acting as the point of contact for all logistics, registration management, and technical needs.
• Maintain comprehensive event timelines and post-event recap reports to ensure continuous improvement.
• Anticipate needs and potential challenges, providing expert recommendations to maximize the client's investment and deliver exceptional value.

Logistical & Cross-Departmental Support

• Facilitate catering, equipment rentals, and transportation logistics for events.
• Track event expenses meticulously to ensure all activations remain within established budgetary frameworks.
• Proactively identify potential logistical hurdles and implement creative solutions to ensure a seamless experience for all participants.
• Collaborate effectively across internal teams, and confidently advocate for the resources required to deliver successful outcomes.
• Complete duties as assigned by your manager. Event work naturally ebbs and flows; during non-peak periods, provide administrative or operational support to other departments within the agency to ensure overall team success.

Qualifications

• Experience:
  
  2-4 years of professional event coordination experience is required.
• Technical Proficiencies:
  Must be highly proficient in G-Suite. Familiarity with project management software (specifically Click Up) and event registration platforms is a plus but not required.
• Mindset:
  Proven ability to remain calm under pressure and maintain professional demeanor in fast-paced environments.
• Communication:
  Must be well-spoken, kind, and polished when interacting with executive-level clients and vendors.
• Flexible Availability:
  Maintain a flexible schedule to accommodate the unique timing of event productions, including early mornings, evenings, or weekends as dictated by client needs.
• Travel & Logistics:
  While events are primarily based in Phoenix, this role requires a willingness to travel within Arizona and potentially to Denver and surrounding areas for future event support.
• Transportation:
  Must possess a reliable personal vehicle, a clean driving record, and a willingness to utilize your vehicle for the local transport of event materials and supplies (e.g., décor, signage, or small equipment).
• Agency
  
  Experience:
  
  Previous experience in an agency or professional services environment is preferred, but not required.

Behaviors and talents needed for this position:

• Client-First & Service-Minded:
  You take pride in creating a welcoming, polished environment. You anticipate client needs before they arise and use sound judgment to ensure every interaction reflects Small Giants' high standards.
• Detail-Oriented & Organized:
  You manage complex details effectively, balancing multiple moving parts without losing sight of the goal. You are driven by precision and excellence in execution.
• Calm & Proactive Troubleshooter:
  When obstacles arise during live events, you maintain your composure, assume positive intent, and apply discernment to find a solution-taking initiative instead of waiting for direction.
• Reliable & Accountable:
  You consistently follow through on…