Event Coordinator

Calculated Hire; Birmingham (AL); Presencial; USD 85.000 - 120.000; Jornada completa

Descripción de la vacante

Calculated Hire seeks an experienced events professional to oversee end-to-end program planning for meetings and incentives. You will manage site selection, vendor negotiations, registration, and onsite staffing, ensuring high-quality execution and post-event reporting.

The role requires strong communication with sales teams, management, distributors, and customers, plus the ability to travel up to 25% for site visits and events.

Formación

• 8+ years of experience in event and meeting management.
• Bachelor's degree preferred; equivalent experience will be taken into consideration.
• Proven ability to organize and manage full-scale events, meetings, conferences, and incentive trips.
• Active membership in professional associations preferred or attained upon employment.

Responsabilidades

• Oversee program content, speakers, and entertainment matching design requirements.
• Research, manage, and present requests for proposals (RFPs).
• Evaluate site options for events, conferences, and meetings.
• Negotiate contracts with vendors and coordinate reviews.
• Plan budgets, resources, timelines, and contingencies for events.
• Coordinate travel, hospitality, and onsite duties for events.

Conocimientos

Event planning

Vendor management

Contract negotiation

Budgeting

Educación

Bachelor's degree

Herramientas

Event planning software

Descripción del empleo

Oversee and facilitate all aspects of event and meeting planning, including site selection, vendor negotiation, event registration, marketing support, onsite staffing, and post-event reporting.

Systematically gather information to build customer confidence while ensuring commitments are not only met but exceeded for each event. Consult with stakeholders to determine goals, objectives, and requirements for each event.

Provide timely and effective internal and external communication and collaboration, including high-quality interaction with sales teams, internal managers, distributors, producers, vendors, consultants, and key accounts.

Responsibilities

• Collaborate with appropriate management teams to determine program content, including speakers, entertainment, team-building events, etc., with a focus on matching talent to program design requirements.
• Research, manage, organize, and present requests for proposals (RFPs) for select programs.
• Evaluate and recommend site selection options for events, conferences, and meetings.
• Participate in the negotiation of contracts with vendors and facilitate contract reviews with internal parties.
• Participate in the planning process to determine budgets, vendors, scope, resources, etc. Establish initial project plans for timelines, milestones, and contingencies.
• Stay up to date on accounting processes and ensure established procedures are followed when compiling accounting and event forms.
• Negotiate vendor contracts while keeping stakeholder needs and budgets at the forefront. Submit contracts through the approval process and deliver executed contracts to necessary parties.
• Manage various key aspects of full-scale sales incentive trips, considered world-class events that build loyalty and increase sales.
• Collaborate with appropriate marketing support teams on the production of promotional materials, programs, signage, etc. Coordinate printing, delivery requirements, and schedules.
• Apply a working knowledge of food and beverage services while bringing a creative approach to events that aligns with the theme and overall event objectives.
• Coordinate audiovisual and production elements, ensuring budget, technology, and operational requirements are defined and met.
• Manage logistical elements such as transportation, arrival/departure manifests, and hotel rooming lists.
• Serve as a representative at event functions, interacting with senior executives and customers.
• Develop and conduct post-meeting critiques and surveys to continually improve processes and attendee experiences. Provide recommendations and facilitate research to inform future events.
• Research, recommend, and coordinate event management software tools.
• Travel as necessary and perform defined onsite duties to ensure event effectiveness (approximately 25% travel).
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing professional networks, benchmarking industry best practices, and participating in professional societies.
• Develop and drive initiatives that align with our key corporate values:
• Do the Right Thing
• Serve People
• Build Trust
• Aspire for Better

Qualifications

Experience & Education

• 8+ years of experience in event and meeting management.
• Bachelor's degree preferred; equivalent experience will be taken into consideration.
• Proven, repeated ability to organize and manage full-scale events, meetings, conferences, and incentive trips.
• Active membership in FICP preferred or attained upon employment.
• Experience developing strong rapport with internal customers and ensuring customer satisfaction.
• Demonstrated experience in contract negotiation and vendor management.
• Demonstrated knowledge of online event planning tools and software.
• Experience with budget planning and tracking, including spreadsheet development and maintenance.
• Excellent oral and written communication skills.
• Excellent judgment and creative problem-solving skills, including negotiation and conflict resolution.
• Ability to work under pressure and meet deadlines.
• Strong interpersonal skills.
• Ability to operate as both an effective tactical and strategic thinker.
• Strong organizational and analytical skills.
• Ability to manage multiple tasks with a high level of accuracy.
• Ability to interact effectively and sensitively with a wide variety of personalities and positions.
• Ability to travel for site visits and onsite event management duties.
• Ability to resolve problems and implement effective solutions.
• Proactive approach to job challenges.
• Ability to effectively organize documents and communicate large amounts of information.

Must-Have Requirements

• 8+ years of experience in event and meeting management.
• Bachelor's degree preferred; equivalent experience will be taken into consideration.
• Excellent oral and written communication skills.
• Excellent judgment and creative problem-solving skills, including negotiation and conflict resolution skills.