CONFERENCE COORDINATOR

Event Coordinator

We are seeking a dynamic and detail-oriented Event Coordinator to join our team. This individual will serve as a key liaison between support departments and event hosts, managing all aspects of event coordination to ensure seamless execution. The ideal candidate is organized, proactive, and capable of handling the intricacies of planning events for executive-level and C-suite stakeholders. This position will report directly to the Conference Services Manager and assist with additional tasks as assigned.

Job Responsibilities

Event Planning and Coordination :

• Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met.
• Collaborate with event hosts to recommend the best spaces and configurations to meet their needs.
• Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects.
• Oversee event setup, execution, and breakdown, ensuring all elements align with expectations.

Logistics Management :

Stakeholder Engagement :

Additional Responsibilities :

Qualifications

Proven experience in event planning or coordination, preferably in a corporate setting.

Strong organizational and time-management skills with the ability to handle multiple events simultaneously.

Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff, including executives.

Proficiency in event management software and tools is a plus.

Flexibility to work non-standard hours as required by event schedules.

Key Competencies

Outstanding customer service skills

Superior verbal and written communication skills

Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook)

Experience working in a technical / audiovisual environment.

Ability to work independently, prioritize effectively and make decisions when faced with ambiguity.

Ability to adapt quickly to change and maintain a flexible approach when providing customer support.

Able to remain mobile for extended periods during the work day.

Able to work flexible schedules to include evening and weekend hours.

Must be able to lift 50 pounds.

Work experience with reservation software platforms i.e. EMS

Communications, Event Planning or Hospitality background

Associates in Rapport are offered many fantastic benefits.

Associates may also be eligible for paid and / or unpaid time off benefits in accordance with applicable federal, state, and local laws. For positions in Washington State, Maryland, or to be performed remotely, click here for paid time off benefits information.