Event Coordinator

Job Title: Event Coordinator

Location: Onsite – Clearwater, FL

Contract duration: 6 month contract with potential to extend or convert

Job Summary

We are seeking a highly organized and detail-oriented Event Coordinator to support the planning and execution of corporate events, trade shows, and marketing initiatives. This role is responsible for coordinating event logistics, managing project timelines, collaborating with cross-functional teams, and working with external vendors to ensure successful event execution. The ideal candidate thrives in a fast-paced environment, can manage multiple projects simultaneously, and has a passion for delivering exceptional event experiences.

Key Responsibilities

• Coordinate logistics for corporate events and trade shows from planning through execution.
• Develop and maintain project timelines, ensuring milestones and deadlines are met.
• Research venues and assist with site selection, attendee management, and RSVP tracking.
• Coordinate product ordering and shipping for events and exhibitions.
• Communicate with external vendors including production agencies, venues, photographers, florists, audiovisual providers, entertainment companies, and other event partners.
• Partner with internal teams such as Marketing, Digital, Creative, and Education to ensure projects remain aligned and on schedule.
• Prepare creative briefs for event invitations, signage, and other production materials.
• Monitor project schedules and proactively communicate updates to stakeholders.
• Support budget management by tracking expenses, processing purchase orders, negotiating vendor pricing, and assisting with invoice reconciliation.
• Develop and maintain tracking processes for international events to identify opportunities for improved efficiency.
• Assist in creating standardized event and trade show guidelines to support consistency across multiple markets.
• Provide ongoing administrative and logistical support for active event initiatives.

Required Qualifications

• 2–3 years of experience coordinating corporate events, meetings, or marketing events.
• Experience managing event logistics from planning through execution.
• Trade show coordination experience is preferred.
• Demonstrated ability to manage multiple projects simultaneously while meeting tight deadlines.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to collaborate across multiple departments and with external vendors.