Job Description The Events Coordinator supports the planning and execution of meetings, academic programs, conferences, receptions, and special events. Working closely with the Events Manager, the coordinator manages logistical details, maintains planning materials, coordinates with vendors and internal partners, and provides onsite support to ensure organized events and a welcoming guest experience.

General ResponsibilitiesEvent Planning and Logistics

• Support event planning from initial requests through execution and post-event follow-up.
• Maintain event calendars, planning timelines, checklists, and status updates.
• Coordinate room reservations, setup requirements, floor plans, and seating arrangements.
• Assist with hotel room blocks, speaker accommodations, travel logistics, and shipment tracking.
• Prepare event briefs, agendas, production schedules, and staff assignments.

Vendor and Venue Coordination

• Coordinate logistical details with catering, audiovisual, venue operations, photography, printing, and other service providers.
• Gather proposals, confirm service requirements, and track vendor deadlines and deliverables.
• Assist with menu selections, catering counts, dietary accommodations, and service timing.
• Collect contracts, invoices, certificates of insurance, and other required documentation for review and processing.
• Track event expenses and support payment requests and reconciliation.

Registration and Guest Services

• Assist with invitations, registration forms, RSVP tracking, and attendee communications.
• Maintain accurate guest lists, seating assignments, name badges, and place cards.
• Prepare check-in materials and brief staff on guest arrival procedures.
• Support speakers, VIP guests, and attendees with logistical questions and event-day needs.
• Coordinate accessibility requests and other guest accommodations with appropriate partners.

Event Communications and Materials

• Coordinate with communications and design colleagues to request and track event graphics, digital signage, presentation slides, and printed materials.
• Proofread materials for accuracy and coordinate approvals, production, and delivery.
• Maintain event listings and internal calendar entries.
• Organize event files, templates, and shared resources to support consistent planning practices.

Onsite Execution and Production Support

• Assist with event setup, vendor arrivals, signage placement, registration, and breakdown.
• Participate in venue walkthroughs and technical checks.
• Support audiovisual preparations, including microphones, presentation materials, timers, and playback assets.
• Follow the production schedule and communicate timing updates to staff and vendors.
• Monitor catering delivery, replenishment, and cleanup.
• Resolve routine logistical issues and escalate concerns to the Events Manager.

Post-Event Follow-Up

• Compile attendance information, feedback, and planning notes.
• Organize photographs, recordings, and other event assets.
• Assist with invoice reconciliation, supply inventory, and vendor follow-up.
• Document lessons learned and recommend improvements to event processes and templates. Skills and Requirements
• Experience supporting events, hospitality, administrative operations, or related work.
• Strong organizational skills and attention to detail, with the ability to manage multiple deadlines.
• Clear written and verbal communication skills.
• A professional, service-oriented approach to working with guests, colleagues, and vendors.
• Comfort using spreadsheets, shared calendars, presentation software, and event registration tools.
• Ability to work independently on assigned tasks and collaborate effectively with a team.
• Availability for occasional early mornings, evenings, weekends, and travel as required by the event schedule.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to HR@insightglobal.com.