Event Coordinator

Position Summary

The Event Coordinator: Lead serves as a key partner in planning, coordinating, and executing employee engagement, recognition, leadership development, and executive-sponsored events that support business objectives and organizational culture. This role is responsible for managing all aspects of event planning and delivery, from concept development through execution and post-event evaluation.

Working closely with senior leaders, stakeholders, vendors, and cross-functional partners, the Employee Events & Engagement Lead creates meaningful experiences that strengthen employee engagement, celebrate achievements, support leadership development, and enhance organizational effectiveness.

This position serves as an on-site partner to leadership teams and stakeholders located in San Antonio, Phoenix, Colorado, Tampa and Virginia and requires a high degree of collaboration, relationship building, professionalism, and independent decision-making.

Key Responsibilities

Event Planning & Execution

• Lead the planning, coordination, and execution of employee engagement events, recognition programs, leadership meetings, executive-sponsored initiatives, conferences, and special events.
• Oversee all phases of event planning including venue selection, logistics, registration, catering, accommodations, transportation, vendor coordination, and on-site event management.
• Direct event setup, execution, and breakdown while proactively identifying and resolving issues to ensure a seamless attendee experience.
• Develop and maintain detailed project plans, timelines, schedules, and event run-of-show documentation.

Stakeholder Partnership

• Collaborate with senior leaders and business partners to understand objectives and translate organizational priorities into impactful event experiences.
• Serve as a trusted advisor to stakeholders by providing recommendations, identifying risks, and proposing solutions throughout the planning process.
• Build and maintain strong relationships with internal partners, vendors, and external service providers.

Budget & Vendor Management

• Develop, monitor, and manage event budgets to ensure fiscal responsibility and alignment with business objectives.
• Source, negotiate, and manage vendor relationships, contracts, and service agreements.
• Track event expenses, process invoices, and ensure accurate budget reconciliation and reporting.

Project Management

• Coordinate multiple concurrent projects with competing priorities and deadlines.
• Establish communication plans and ensure timely updates to stakeholders and project teams.