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Event Coordinator
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HW Media, LLC
Remote
Full-Time
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Job Description
Role Overview The Event Coordinator will support the Senior Events Manager in planning and executing our flagship annual conference, The Gathering , as well as one-day summits in Dallas and recurring Engage Local executive dinners across the country. This role is hands-on and detail-oriented, with a strong focus on logistics, vendor coordination, and creating a high-end experience for attendees and sponsors. Key Responsibilities The Gathering & One-Day Summits (Dallas) Assist the Senior Events Manager with end-to-end planning and execution of our annual event, The Gathering, and all one-day summits in Dallas. Coordinate with external vendors (AV, F&B, décor, rentals, etc.) on proposals, timelines, and on-site delivery. Support development of event run-of-show, production schedules, and staffing plans. Assist with registration processes, attendee communications, and on-site check-in. Support post-event processes, including: Collecting and organizing attendee feedback and survey responses. Compiling event performance metrics (attendance, satisfaction scores, NPS, sponsor feedback, etc.). Creating recap materials and reports to share with leadership. Engage Local Dinners Source, evaluate, and secure venues that align with our brand and executive-level audience. Coordinate all pre-event logistics, including menus, AV needs, room setup, and vendor timelines. Manage invitation lists and RSVPs; track attendance and ensure accurate guest information. Draft and send event communications (invitations, confirmations, reminders, and follow-up). Travel approximately 1x per month to serve as the lead on-site representative for Engage Local dinners. Oversee on-site execution, including vendor coordination, guest check-in, timing of program, and real-time problem solving, to ensure a flawless and high-end attendee and sponsor experience. Qualifications 1-2 years of professional experience in event coordination, event planning, marketing, or related role (agency, corporate, or hospitality experience a plus). Experience working with venues and vendors (AV, catering, hotels, restaurants, etc.). Strong project management and organizational skills with close attention to detail. Comfortable working on multiple events and timelines simultaneously. Excellent written and verbal communication skills; professional and confident in executive-facing situations. Ability and willingness to travel approximately once per month for Engage Local dinners and be on your feet for extended periods during events. Proficient with basic office tools (Google Workspace or Microsoft Office). Experience with event or CRM tools is a plus. Key Attributes Calm and solutions-oriented under pressure and tight timelines. Hospitality mindset and passion for creating a polished, memorable attendee experience. Proactive, resourceful, and willing to jump in wherever needed. Team player who collaborates well across internal teams and with external partners.