Events Coordinator

What You’ll Do

Events & Program Coordination

• Support coordination and execution of corporate meetings, leadership programs, retreats, conferences, and internal events
• Coordinate event logistics including venue communication, room blocks, catering, transportation, audiovisual needs, and attendee support
• Manage attendee communications, confirmations, schedules, travel details, and event logistics
• Maintain event calendars, tracking spreadsheets, planning timelines, and organizational documents
• Coordinate hotel accommodations and travel arrangements related to meetings and events
• Support on-site event execution and day‑of coordination activities
• Track invoices, receipts, expenses, and post‑event follow‑up items
• Assist with setup of meeting materials, name tags, signage, printed collateral, and event resources
• Help support a positive and organized attendee experience throughout events and programs

Communication & Administrative Support

• Draft and distribute agendas, logistics documents, reminders, confirmations, and event communications
• Coordinate scheduling and meeting logistics with internal stakeholders, vendors, and office administrators
• Maintain organized planning files, event documentation, and shared resources
• Support presentation preparation and coordination of meeting materials
• Assist with ongoing updates to planning documents, attendee lists, and event records

Vendor & Team Coordination

• Build and maintain positive working relationships with hotels, venues, caterers, and external vendors
• Partner with internal planning teams and office administrators to coordinate event details
• Support collaboration across multiple offices and teams throughout the planning process
• Assist with maintaining organized event processes and coordination workflows

Who We’re Looking For

• 3+ years of experience in event coordination, hospitality, executive support, administrative support, project coordination, or related experience
• Strong organizational skills with exceptional attention to detail and follow‑through
• Ability to manage multiple projects, deadlines, and priorities simultaneously
• Ability to work independently, prioritize tasks, and manage responsibilities with minimal oversight
• A proactive mindset with strong initiative and the ability to anticipate needs before they arise
• Excellent written and verbal communication skills
• Strong interpersonal skills with a collaborative and service‑oriented mindset
• Experience supporting meetings, conferences, retreats, or company events preferred
• Proficiency with Microsoft Office Suite, Outlook, Excel, Teams, and virtual meeting platforms
• Ability to adapt quickly and stay organized in fast‑paced or changing environments
• Professionalism when interacting with employees, vendors, and event attendees
• Interest or experience in photography, presentation support, graphic design, or visual event materials is a plus
• Ability and willingness to travel approximately 4‑6 times per year in support of company meetings, conferences, and events

• Strong organizational skills with the ability to keep projects, timelines, and event details moving forward effectively
• Exceptional attention to detail and consistent follow‑through
• A proactive and resourceful approach to problem‑solving and event support
• Adaptability and the ability to remain calm in fast‑paced or changing environments
• A collaborative, service‑oriented mindset with a willingness to support others where needed
• Comfort working behind the scenes to help meetings, programs, and events run smoothly
• Dependability and accountability in managing assigned responsibilities
• An interest in creating organized, welcoming, and positive experiences for attendees and internal teams

• This role may be performed remotely or from a KPFF office and includes a combination of desk‑based coordination work and on‑site event support.
• You must be willing and able to travel periodically in support of company meetings, conferences, retreats, and internal programs.
• During event execution and peak planning periods, you may spend extended periods standing, walking, moving between meeting spaces, and supporting event setup and…