Summary
We are seeking a dynamic and detail-oriented Event Project Coordinate to support the planning, coordination, and execution of a diverse range of events. You will play a critical role in moving projects forward and ensuring nothing falls through the cracks. You’ll track progress across multiple projects at varying stages, keeping a close eye on timelines, deliverables, and dependencies. Acting as a liaison between clients and internal teams, you'll participate in client meetings, prepare data reports and weekly tracking sheets, and ensuring all administrative tasks related to events are complete.
Your organizational skills, attention to detail, and proactive communication will help keep projects aligned with client goals and company standards. This role is ideal for someone who enjoys problem-solving, data analysis, and can juggle multiple priorities while maintaining accuracy and professionalism. If you thrive in a fast-paced environment and are passionate about creating memorable events, this opportunity is perfect for you!
Deliverables
- Understanding the client’s targeted event outcome; working within established budgets and timelines to achieve 100% client satisfaction.
- Coordinate all details of events, from pre-planning to load out, to ensure accuracy, professionalism and consistent brand presentation.
- Event set up and break down as appropriate.
- Implement comprehensive event marketing strategies to promote events effectively across various channels.
- Monitor the progress of multiple projects across various stages, updating timelines, deliverables, and task owners regularly.
- Build and maintain project trackers and status documents, ensuring all information is accurate and current
- Attend client-facing meetings to take notes, track action items, and follow up with internal teams to ensure execution.
- Assist with meeting preparation (agendas, reports, presentations, status updates).
- Build event marketing materials as necessary
- Support all event operations on the day of the event, including guest services, registration, and troubleshooting any issues that arise.
- Maintain clear communication with clients and team members throughout the planning process to ensure alignment on objectives and expectations.
- Maintain accurate and timely organization of vendors, participants and committee lists
- Coordinate staff on site as required to ensure smooth operations of all events.
- Updating project registration systems, online conference and auction management software.
- Assist in the preparation and distribution of materials and packets required for events.
- Invitee list management and follow-on booking or reporting to the team.
- Logging and tracking all Project Plans and project documentation.
- Respond to telephone inquiries or email inquiries and convey accurate information promptly and appropriately.
- To work as part of a team.
- To undertake other duties as requested appropriate to the grade of this post
- Event set up and break down as appropriate
Skills - Essential
- Must be upbeat and have a go-getter attitude
- Excellent written and verbal communication skills
- Excellent interpersonal skills
- Excellent organizational skills
- Some knowledge of project management approaches
- Good IT skills
- Software familiarity with Microsoft Suite, Adobe, and Google Suite: including Word, Excel, PowerPoint and Microsoft
- A flexible approach and the ability to work effectively with others
- Attention to detail with an ability to work autonomously and with appropriate reference to more senior colleagues
- Flexible Hours and the ability to work occasional long hours including nights and weekends
Experience - Essential
- Experience of working in a pressured environment and effectively managing competing demands in short timescales
- Experience of working as part of a team delivering complex tasks
- Ability to work with clients and team remotely as well as on-site as required
- Minimum 2-year Event Experience
- Corporate communication experience
- Writing and editing experience'
Work Location:
Job Type: Full-time
Pay: $58,000.00 - $68,000.00 per year
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Ability to commute/relocate:
- Anchorage, AK 99501: Reliably commute or planning to relocate before starting work (Preferred)
Education:
Experience:
- Events management: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Work Location: In person
