Event Coordinator

Healthiest Employers; Indianapolis (IN); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

PTO

Paid holidays

Medical, dental, vision and ancillary

401K plan

Job summary

IBJ Media seeks an Event Coordinator to support its premier events across central Indiana and statewide, reporting to the Director of Events and Community Engagement. You will be the primary contact for guest inquiries and oversee end-to-end logistics, from strategy to post-event analysis.

You will drive the operational delivery of 50+ annual events, manage ticketing platforms, collaborate with editorial and marketing teams, and ensure a prestigious guest experience at every touchpoint.

Qualifications

• Bachelor's degree in marketing, event management, or related field plus 1–2 years of relevant experience
• Highly organized with exceptional communication and problem-solving skills
• Able to travel statewide and work in a fast-paced event environment
• Strong collaboration with editorial, marketing, and creative teams

Responsibilities

• Drive operational delivery of 50+ premium annual events for IBJ Media brands
• Oversee end-to-end ticketing, digital registration, invoicing, and guest inquiries
• Manage on-site registration, attendee flow, and vendor timelines with venues
• Cultivate relationships with sponsors, VIPs, and honorees to ensure deliverables
• Coordinate with internal teams to align promotional calendars and event marketing
• Lead on-site operations with venues, production teams, and vendors
• Develop SOPs and track data-driven insights for the event portfolio

Education

Bachelor's degree in marketing, event management, or related field

Tools

Ticketing platforms

Registration systems

Job description

Job Description

The Event Coordinator plays a vital role in the delivery of IBJ Media's high-profile event portfolio. The individual will be responsible for supporting IBJ Media's premier events in central Indiana and statewide, from initial strategy through execution and post-event analysis. The Event Coordinator will work in alignment with the Director of Events and Community Engagement to serve as a key operational partner in delivering IBJ Media's distinguished portfolio of 50+ annual events. This individual will serve as the primary organizational lead and brand ambassador for guest/attendee inquiries. Supporting the planning, marketing, and day-of logistics of IBJ events, this individual will manage both internal and external-facing communications for event stakeholders.

Responsibilities

• Drive the operational delivery of a high-volume portfolio of 50+ premium annual events across IBJ Media, the Indianapolis Business Journal, The Indiana Lawyer and Inside INdiana Business brands, while upholding organizational excellence.
• Responsible for the end-to-end ticketing and digital registration platforms, overseeing corporate sales, invoicing and high-volume guest inquiries.
• Oversee day-of registration, attendee flow and vendor timelines alongside premium venues to ensure a seamless guest experience.
• Cultivate trusted relationships with corporate event sponsors, VIP partners and distinguished honorees to secure event deliverables and communicate sophisticated event details.
• Collaborate closely with editorial, marketing, and internal creative teams to align promotional calendars and ensure a highly synchronized event marketing strategy.
• Orchestrate on-site operations alongside premium venues, production teams and top-tier vendors to ensure adherence to timelines and a prestigious guest experience.
• Contribute to departmental institutional knowledge by developing standard operating procedures (SOPs) and tracking data-driven insights for managing the 50+ annual event portfolio.

Requirements

• Highly organized and detail-oriented with exceptional communication, project management and problem-solving skills.
• Proven ability to thrive, meet tight deadlines and solve problems in a fast-paced environment.
• Flexibility and willingness to travel to off-site event locations as required (statewide).
• Exceptionally organized with a keen eye for detail, strong financial literacy for managing invoices/ticketing data, and the poise to communicate effectively with C-suite executives and community leaders.
• Eager to learn the inner workings of a major multi-media event operation, with the ambition to scale processes and elevate the attendee experience at every turn.

Education and Experience

• Bachelor's degree in marketing, event management, or a related field, plus 1-2 years of relevant experience (including internships).

Benefits

• Paid time off (PTO)
• Paid holidays
• Medical, dental, vision and ancillary plans available
• 401K plan