We are seeking a detail-oriented and proactive Event Coordinator to join our high-performing Event Service Team. In this remote-friendly role, you will work behind the scenes to ensure the flawless execution of our Major Donor Events, managing everything from hotel rooming lists and digital registration platforms to event collateral and vendor logistics.

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The ideal candidate is a master of follow-through and a versatile team player who thrives in a collaborative environment. If you are an event planning professional with a heart for service and a gift for organization, we invite you to help us deliver exceptional experiences that fuel world-changing missions.

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The primary responsibility of the Event Coordinator is to provide direct support to Event Service Managers. The Event Coordinator performs event-related tasks and responsibilities to ensure the success of their assigned Westfall Gold events.

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• Directly support Event Service Managers (ESMs) to ensure successful events and an exceptional client experience.  Coordinating key event logistics alongside ESMs, including gifting, talent communication, F&B estimates, site visit itineraries, hotel due date tracking, data consolidation, event supplies shipment, and fulfilling other duties as needed.‍
• Manage event registration and rooming list: Set up and maintain online event registration sites, monitor registrations against contracted room blocks and attrition, and serve as a liaison between clients and resorts for rooming needs (special requests, extended reservations, and billing). ‍
• Execute event email communication: Manage event email communications through the online event management platform. Additionally, manage digital event surveys, and Event App updates.‍
• Coordinate event collateral printing and fulfillment. Includes name tags, note cards, event signage, etc. ‍
• Provide limited administrative support for events. Managing the preparation and distribution of client materials (e.g. Client Guidebooks and meeting agendas). Setting up and supporting the Client Google Shared Drives. Coordinating schedules and logistics for key client and internal meetings. (Discovery, Design, Vision, Table Read). Additionally, scheduling Event Details calls and coaching calls for unscripted speakers.‍
• Support the Event Service Team in maintaining the primary relationship with the client. Support a strong long-lasting relationship with clients based on a high degree of integrity and professionalism. Provide clear communication to the client, anticipating client needs, and instilling confidence and trust. Effectively collaborate with internal team members to deliver a unified, seamless experience for our clients.‍
• As a member of the Event Service Team, deliver products and services on-time and with excellence. Support the ESM to deliver a unified, seamless experience. ‍
• Accomplish other objectives, as necessary or assigned. Other event-related activities or company-related projects as assigned from time to time.

Flexible 40-hour weekly schedule during non-travel periods. Expectation to be available during normal business hours (9am - 5pm EST)  in order to provide support to the team. Available to provide after-hours support from time-to-time. Limited travel required to provide onsite support at events as appropriate.

Experience

• 3+ years of experience managing administrative processes and logistics, preferably in a fast-paced environment
• 3+ years scheduling and coordinating multiple calendars
• Experience working with hotels or in event management is a plus

Skills

• Excellent verbal/written communication, negotiation, and presentation skills
• Experience in using email/calendaring, word processing, spreadsheet, and presentation software, such as Gmail, Google Docs, Slides, Sheets, or their Microsoft equivalents
• Online event management software experience is a plus

Competencies

• Self-Starter: Demonstrates initiative and proactively addresses needs with minimal supervision‍
• Follow-Through: Takes ownership of tasks from initiation to completion, ensuring all details are accounted for‍
• Versatility: Adapts seamlessly to changing priorities and manages a diverse range of responsibilities‍
• Planning and Organizing: Utilizes logical and systematic procedures to meet deadlines and manage complex event timelines‍
• Teamwork: Works collaboratively and productively with internal teams and external partners to achieve shared goals

Education

• Bachelor’s degree or equivalent work experience