Event Coordinator

We’re seeking a highly organized and detail-oriented Event Coordinator to plan and execute events that enhance brand awareness, drive engagement, and support business objectives. This role requires strong project management skills, attention to detail, and the ability to manage multiple events simultaneously. The ideal candidate thrives in fast-paced environments, is an exceptional communicator, and has a proactive approach to problem-solving.

This position will be responsible for end-to-end event execution, from planning and logistics to on-site coordination and post-event reporting. Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) is required, along with experience managing event budgets, vendor relationships, and promotional efforts.

Key Responsibilities

Project & Event Management

• Develop and execute detailed event plans, including timelines, budgets, and resource allocation.
• Coordinate all event logistics, including venue selection, vendor management, catering, audiovisual setup, staffing, and registration.
• Maintain a centralized event calendar to ensure seamless coordination across teams and prevent scheduling conflicts.
• Establish and document project timelines, key deliverables, and checklists to ensure flawless execution.

Organization & Attention to Detail

• Manage multiple events simultaneously, ensuring accuracy in logistics, budget tracking, and execution.
• Track key milestones, deadlines, and dependencies to ensure event success.
• Ensure all materials, signage, and event collateral meet brand guidelines and quality standards.

Communication & Stakeholder Collaboration

• Serve as the main point of contact for internal teams, vendors, and event partners.
• Work closely with marketing, sales, and leadership teams to align event goals with company objectives.
• Draft and distribute clear, professional communications for event invitations, logistics, and post-event follow-ups.
• Facilitate event briefings and debrief meetings to ensure alignment and continuous improvement.

Execution & On-Site Coordination

• Oversee on-site event operations, including setup, registration, vendor coordination, and troubleshooting.
• Provide real-time support to ensure seamless attendee experiences.
• Gather feedback from attendees and stakeholders to assess event impact and identify areas for improvement.

Post-Event Analysis & Reporting

• Track event performance against established KPIs (attendance, engagement, lead generation, ROI).
• Compile post-event reports with insights, feedback, and recommendations for future events.
• Maintain organized records of past events, vendor contracts, and budgets for reference.

Technology & Tools

• Proficiency in Microsoft Office Suite (Excel for budgets, Word for documentation, PowerPoint for presentations, Outlook for scheduling).
• Familiarity with CRM tools (Salesforce, HubSpot) is a plus.

Qualifications

• Bachelor’s degree in Event Management, Marketing, Business, Communications, or a related field (or equivalent experience).
• 2-4 years of experience in event coordination, project management, or marketing events.
• Proven project management skills with the ability to manage multiple deadlines and stakeholders.
• Exceptional organizational skills with keen attention to detail.
• Strong written and verbal communication skills with the ability to liaise with multiple teams and vendors.
• Ability to remain calm under pressure, troubleshoot issues on-site, and adapt quickly to changes.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) is required.
• Experience working in B2B industries is a plus but not required.

Compensation & Benefits

• Starting pay range: $60,000 - $65,000* USD with eligibility for discretionary bonus
• Flexible Health Benefits, Holiday, PTO (25 days), Sick, Retirement Matching 401(k), Maternity/Paternity, Volunteer Day, Referral Program, Mentoring Program

*Based on job related skills and experience

COMPANY OVERVIEW

Equus is the Global Mobility SaaS leader, enabling global workforce agility and compliance. Equus is at the forefront of the global mobility industry, driving innovation, and revolutionizing how business manage their workforce mobility needs. Our cutting-edge solutions empower companies to seamlessly navigate the complexities of global mobility, enhance employee experiences, and achieve operational excellence.