Event Planning Coordinator

Overview

We are seeking a highly organized and detail-oriented Event Planning Coordinator to support the execution of impactful national and international events. Reporting to the Conference and Event Planning Manager, this role plays a critical part in ensuring smooth logistics, excellent member experiences, and mission-driven results. The ideal candidate brings strong organizational skills, creativity, and a collaborative spirit to help deliver high-quality events that reflect the mission and goals of Sigma Gamma Rho Sorority, Inc.

• Provide tactical execution and logistical support for multiple events while adhering to deadlines and budget requirements.
• Partner with the Conference and Event Planning Manager to track and reconcile expenses in line with approved budgets.
• Anticipate and project logistical needs for upcoming events involving stakeholders across multiple locations.
• Stay attuned to trends in event planning and production, introducing new ideas and creative solutions to improve delivery.
• Ensure compliance with organizational policies as well as legal, insurance, health, and safety regulations.
• Carry out objectives set forth by the International Grand Basileus (President/CEO), Chief of Staff, and Conference and Event Planning Manager.

• Coordinate with internal staff, vendors, and stakeholders to understand event needs, serving as a liaison to senior executives, partners, and industry leaders throughout the planning process.
• Support research of venues, vendors, and resources; plan site visits; and support pre-event meetings.
• Assist with logistics for all events, including transportation, hotel room blocks, and food and beverage coordination.
• Collaborate with Marketing and Communications to ensure event promotion and materials reflect brand standards.
• Support communication with vendors and volunteers regarding event set-up, tear-down, entertainment, guest logistics, and follow-up processes.
• Track event expenses, assist with creating financial reports, and coordinate payment processing.
• Support day-of execution to ensure alignment with organizational standards.
• Assist with contract administration and maintain organized files while developing a comprehensive database of industry vendors and venues.
• Proactively identify challenges, troubleshoot issues, and recommend solutions with a calm, solution-focused approach.

• Bachelor’s degree in Event Management, Hospitality, Marketing, or related field preferred.
• Minimum 2 years of experience supporting conferences, meetings, and large-scale events.
• CMP or PMP certification a plus.

• Demonstrated success in coordinating events with strong project management skills.
• Excellent communication and interpersonal skills; ability to build trust and work collaboratively with diverse stakeholders.
• Optimistic, resourceful, and intentional problem-solver with a focus on solutions.
• Strong organizational skills with the ability to manage multiple priorities in fast-paced environments.
• Sound judgment under pressure with the ability to remain calm and flexible.
• Proficiency with event management platforms (Cvent, Passkey, Eventbrite) and Microsoft Office Suite.
• Ability to travel domestically and internationally as needed.

• Integrity & Trust-Building:
  Approaches work with honesty, transparency, and dependability.
• Collaboration:
  
  Works effectively across teams and with external partners.
• Operational Excellence:
  Manages details with precision to ensure seamless execution.
• Optimism & Resilience:
  Maintains a positive outlook and adaptability when navigating challenges.
• Problem-Solving:
  Anticipates issues and develops effective, timely solutions.

• Frequent sitting, bending, and repetitive hand/wrist movements.
• Ability to lift 15–25 lbs during event execution.

M-F 8:00 – 5:00 PM and special events or conferences as needed. Candidates must be available during company core business hours and available to travel as needed for special events.

• Medical, Dental, Vision & Life Insurance
• Company-paid Short-Term, Long-Term, and Life Insurance
• Simple IRA Retirement w/match
• Flexible Spending Account
• Technology Stipend
• 12 Paid Holidays
• Generous Paid Time Off
• Training and Professional Development

Sigma Gamma Rho is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics. For more information about our organization, visit: (Use the "Apply for this Job" box below)..sgrho
1922.org/