We are looking for a highly organized and detail-oriented Contractual Event Coordinator to manage the planning, coordination, and execution of key external events, including the public launch, partner's luncheon, and media engagement. The Event Coordinator will ensure seamless external coordination and production while working closely with vendors, partners, and other stakeholders

Key Responsibilities:

Event Planning & Logistics

• Develop and manage event timelines, ensuring all milestones are met.
• Coordinate with external vendors, suppliers, venues, and partners to secure necessary arrangements.
• Ensure all event logistics, including venue setup, permits, catering, and audiovisual requirements, are in place.
• Oversee event styling, branding, and experience to align with the organization’s identity.

Vendor & Partner Coordination

• Serve as the primary point of contact for external vendors, media representatives, and partner organizations.
• Negotiate contracts and agreements with suppliers to secure the best services within budget.
• Ensure timely payments and compliance with agreements.

Production & Execution

• Supervise event setup and breakdown, ensuring smooth operations on the day of the event.
• Conduct on-site coordination and troubleshooting to address any issues that arise.
• Work with media and PR representatives to facilitate coverage and ensure smooth media engagement.

Budget & Documentation

• Assist in managing the event budget, ensuring cost-effective solutions.
• Maintain records of event expenditures, invoices, and reports for post-event evaluation.
• Provide a post-event assessment, including feedback and recommendations for future events.

Qualifications:

• Proven experience in event coordination, production, or project management.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication and negotiation skills for vendor and partner coordination.
• Ability to work independently while ensuring alignment with the internal marketing team.
• Knowledge of event logistics, production, and vendor management.
• Flexibility to work on-site during events and outside regular business hours as needed.

Reports to: National Brand and Content Manager

Please refer to job description.