Event Coordinator

Innovatis Group; Chicago (IL); Hybrid; USD 55,000 - 67,000; Full time

Benefits offered by this job

Hybrid schedule

Medical, dental & vision

401(k) with 5% match

PTO & holidays

Parental leave

Pre-tax commuter benefits

Lunch & Learns

Top Workplaces culture

Job summary

Innovatis Group in Chicago seeks an Events & Meetings Coordinator to manage logistics from planning to execution, collaborating with internal teams, venues, and vendors to deliver high-quality experiences aligned with our goals.

The role requires 2–3 years of meetings/events experience, strong organizational and project management skills, and proficiency with Microsoft Office and CRM tools. Hybrid schedule; travel up to 25% and ability to lift up to 50 lbs.

Qualifications

• Bachelor’s degree or equivalent experience.
• 2–3 years of meetings/events experience.
• Strong planning and project management skills.
• Experience with multi-client/project-based events.
• Experience with international meetings and tradeshows is a plus.
• Proficiency with Microsoft Office; CRM experience.

Responsibilities

• Oversee venue logistics for meetings/events.
• Coordinate multiple events simultaneously.
• Develop relationships with venues for setup and logistics.
• Manage AV, catering, and other on-site logistics.
• Coordinate with Event Leads on budget and agenda.
• Handle shipping logistics for event materials and signage.
• Staff events and manage on-site logistics, travel as needed.
• Review event invoices for budget reconciliation.
• Negotiate with venues to meet service expectations.
• Collaborate with third-party decorators and contractors.
• Perform other duties as assigned by the Events Manager.

Skills

Event planning

Project management

Vendor coordination

Client service

Multitasking

Microsoft Office

CRM experience

Education

Bachelor's degree

Tools

Salesforce

CVENT

Microsoft Office

Job description

Innovatis Group is looking for an Events & Meetings Coordinator to report to the Event Manager and play a key role in organizing and managing logistics for our events, ensuring seamless execution from planning to completion. The Events & Meetings Coordinator will work closely with internal teams, vendors, and venues to deliver high-quality experiences that align with our organizational goals. This position requires strong attention to detail, problem-solving skills, and the ability to juggle multiple events simultaneously in a fast-paced environment. The ideal candidate is proactive, enthusiastic, and eager to contribute to the success of our events while fostering positive relationships with stakeholders. If you thrive in a dynamic setting and love bringing events to life, we want to hear from you!

Key Responsibilities

• Oversee and facilitate all aspects of venue logistics for meetings/events
• Ability to work on multiple events simultaneously
• Develop relationships with venues to coordinate event setup and logistics execution
• Handle all aspects of venue management, including audio-visual, food and beverage, and other operational logistics
• Coordinate with Event Leads to ensure alignment with budget, agenda and other venue needs (i.e. pop-up rooms, breakdown of costs, etc.)
• Responsible for overall shipping logistics, including but not limited to, shipping out event materials and signage
• Staff events as needed and manage onsite venue logistics, including occasional travel to events
• Review and monitor event invoices throughout the planning cycle for the event budget reconciliation
• Effectively negotiate with the venue as needed to meet service expectations and ensure appropriate expense management
• Experience working with third-party decorators and other third-party contractors
• Other duties as assigned by the Events Manager

Basic Qualifications

• A bachelor’s degree from an accredited four-year institution or equivalent experience
• 2-3 years of relevant professional experience in meetings, events, conventions, and/or tradeshow planning
• Strong planning, organizational, and project management skills
• Experience working in a multi-client and/or project-based event environment is highly preferred
• Experience with international meetings and tradeshows is a plus
• Up to date on current trends in the meetings industry and possesses strong meeting industry terminology and comprehensive knowledge of meeting planning, tradeshow, and registration processes
• Comfortable with negotiating and building partnerships with vendors
• Exceptional client service skills and enjoys working with people
• Strong priority management skills and ability to manage concurrent tasks efficiently
• Superior attention to detail; first class organizational skills
• Proficiency with basic commuter programming, including the Microsoft Office Suite (Word Excel, PowerPoint, Outlook)
• Experience using Salesforce or other CRM (CVENT experience a plus)

Additional Information

• Employment is contingent upon successful completion of a background check.
• Must be legally authorized to work in the U.S. and not require employment visa
• sponsorship.
• Comfortable working in a hybrid environment and able to commute to the office at
• least three days per week.
• Must be able to travel up to 25% of the time.
• Excellent written and verbal communication skills — able to convey information clearly
• and professionally.
• Physical requirements: must be able to lift and carry up to 50 lbs and stand for
• extended periods as needed for event support.
• Must have reliable transportation to/from work.

The base salary range for this position starts at $61,000 annually. Final compensation will be determined based on experience and qualifications.

Location

Chicago, IL | Hybrid Schedule (3 days in, 2 days remote) – this is not a fully remote role. We are located at 125 S Wacker.

• Medical, dental & vision (plus medical plan perks like EAP, Headspace, gym + wellness/beauty discounts, and alternative medicine discounts)
• UNUM voluntary benefits incl. short/long-term disability, AD&D, and additional coverage options
• Employer HSA contribution
• 401(k) with 5% match (Roth or Traditional) after 6 months
• PTO: generous upon start + unlimited PTO after 1 year; 11 paid company holidays
• Paid parental leave after 1 year: 12 weeks maternity / 4 weeks paternity
• Pre-tax commuter benefits (for public transit)
• Company culture perks: frequent Lunch & Learns, quarterly social events, and holiday parties
• A Tennessean "Top Workplaces" collaborative work environment

About Us

At Innovatis Group, we’re not just one of the fastest-growing association management

companies; we’re committed to redefining partnership and impact. We blend strategic

innovation with execution, helping clients drive meaningful results while supporting their

broader goals. If you thrive in a fast-paced, dynamic environment and enjoy collaborating with

industry-leading brands, Innovatis Group offers the tools, team, and environment to help you

Our Values

At Innovatis Group, our values guide how we work, collaborate, and show up for one another

every day. We believe in doing meaningful work with intention, integrity, and adaptability.

• Be creative
• Be accountable
• Be agile

Benefits, perks, compensation, and work arrangements are subject to change and may vary

based on role, location, or business needs.

Innovatis Group is an equal opportunity employer and aspires to be a leader in fostering a

diverse, equitable, and inclusive workplace where every individual is empowered to bring their

whole self to work. We commit to embracing and promoting diversity in all its forms,

ensuring equitable opportunities, and cultivating an inclusive culture that respects and values

differences. Together, we will drive better outcomes for our employees, our clients, and our