Conferences & Events Coordinator

CBIA - 5.0

Hartford, CT Job Details Full-time $26 - $28 an hour 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Employee assistance program Vision insurance 401(k) matching Flexible schedule Life insurance Qualifications Customer communication Presentation software In-person customer service High school diploma or GED Data management Attention to detail Organizational skills Full Job Description CBIA is Connecticut's largest business organization, with thousands of member companies, small and large, representing a diverse range of industries from every part of the state. We are the leading voice for businesses at the state Capitol. We are looking for a talented and enthusiastic individual to join our Events team.

JOB SUMMARY/OBJECTIVE

The Coordinator, Conferences & Events, provides administrative and logistical support for the planning and execution of CBIA conferences, meetings, webinars, and special events. This role manages registration and attendee data, supports event operations, coordinates exhibitor logistics, and assists with budget tracking and onsite event execution to help ensure successful program delivery.

KEY RESPONSIBILITIES

Data Maintenance:

Maintain accurate attendee records, tracking reports, and event documentation to support successful event planning and execution.

Budget & Invoice Tracking:

Maintain event budget and expense tracking documentation, recording expenses, monitoring revenue, reconciling invoices, and identifying variances for review by the Director.

Communications Management:

Serve as the primary point of contact for routine inquiries from attendees and stakeholders, managing the event inbox and escalating complex issues to the Director as needed.

Registration & Payment Management:

Process registrations, reconcile event payments, and follow up on outstanding balances as needed.

Exhibitor Coordination:

Coordinate exhibitor logistics, including registration area and exhibit table setup, promotional materials, and onsite customer service support.

Task Accountability:

Track action items resulting from team meetings and monitor administrative deadlines to ensure event-related activities remain on schedule.

Onsite Event Support:

Attend events to assist with registration: Greet guests and process walk-in registrations.

Small Event Coordination:

Support assigned programs and serve as the primary staff contact for smaller events as needed.

Departmental Support:

Provide operational and administrative support to ensure continuity of event activities during the absence of the Director, Conferences & Events. Assist the CRM Data Management Team and serve as backup to the Director as needed.

ADDITIONAL RESPONSIBILITIES

Performs all other duties as assigned by the Vice President of Communications or Director, Conferences & Events. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

KNOWLEDGE, SKILLS AND ABILITIES

Excellent customer service skills. Must interact well with internal and external customers. Ability to work independently and as part of a team. Complete understanding of the registration process; competency in the CRM and CVENT registration system. Good organizational skills and attention to detail.

EDUCATION AND EXPERIENCE

High School Diploma At least 3 years in customer service role/event management. Flexible morning hours or early evenings for event days. Proficient in Google Suite and Microsoft tools; Excel, PowerPoint, Word, and Teams Proficient in Teams, CVENT, and other virtual event production tools.

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Job Type:

Full-time Pay:

$26.00 - $28.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible schedule Health insurance Health savings account Life insurance Paid time off Vision insurance

Compensation Package:

Bonus opportunities Application Question(s): Do you have reliable transportation to commute to other areas of CT during early morning or early evening hours?

Experience:

Events coordinator: 2 years (Preferred)

License/Certification:

Driver's License (Preferred)

Work Location:

In person