Event Coordinator

PRA Business Events; Salt Lake City (UT); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with Company Match

Short-term and Long-term Disability

Life Insurance

Employee Assistance Program

Paid Vacation Time

Paid Holidays

Paid Sick Time

Parental Leave

Pet Insurance

Flexible Spending Accounts

others

Job summary

PRA Business Events is seeking an Event Coordinator to support Experience Designers, manage program elements, and coordinate suppliers and field staff. This hybrid role favors candidates based in/near the Salt Lake City area and offers opportunities to work from home and in-office.

The role involves developing program materials, handling invoices, maintaining calendars, and assisting with venue coordination and onboarding of staff. Flexibility for travel and weekend hours is required.

Qualifications

• Experience in a DMC, incentive travel, event planning company, or related field is preferred but not required.
• Strong computer knowledge including database and Microsoft Office tools (Word, Excel, PowerPoint, etc.).
• Clear and professional communication via email and phone with clients, suppliers, and field staff.
• Knowledge of local area attractions, hotels, venues.
• Ability to work in a team environment.
• Flexible hours including weekends, evenings, and some holidays.
• Willingness to travel regionally up to seven days as needed.
• Ability to manage deadlines and prioritise tasks.
• Professional demeanor when representing PRA.

Responsibilities

• Provide support to Experience Designers by assisting with program development, cost preparation and supplier communications for pricing, availability, and reservations.
• Produce program summaries, deposit invoices, service agreements, and related correspondence.
• Research and maintain relationships with supplier/partners.
• Assist in developing new products and services and innovative program elements.
• Track program status and gather information to assist Event Producers with vendors and field staff.
• Manage smaller programs: client communication, scheduling, supplier confirmations, costing, closeout, etc.
• Assist Event Producers with venue advancement and onsite contact for suppliers and field staff.
• Coordinate Field Staff scheduling and updates to the Field Staff database.
• Assist with paperwork including pre-program planning and invoicing.
• Provide backup support to Accounting: payment tracking and spreadsheet updates.
• Maintain Operations Calendar and City-Wide Events Calendar.
• Create materials for Field Staff training, organize Field Staff appreciation events, and manage transportation partner inventory and pricing grids.

Skills

Administrative support

Travel coordination

Communication

Teamwork

Problem solving

Data entry

Attention to detail

Tools

Microsoft Office

Job description

Event Coordinator

This is a hybrid role the allows for a combination of working from home and working from an office. Applicants must be based in/near the Salt Lake City area to be considered for this role.

We're PRA, the leading destination management company (DMC) with 45+ years of experience across 32+ states and 100+ destinations.

We believe destinations have power-and our people unlock its magic. We push past boundaries to transform ideas into business event experiences that connect, inspire, and endure.

If you're curious, bold, and ready to build standout experiences, you'll find your place here.

Primary Responsibilities

• Provide support to Experience Designers by assisting with program development, cost preparation and supplier partner communications to obtain and confirm product pricing, availability and reservations
• Produce program summaries/deposit invoices, service agreements, and related correspondence
• Research, develop and maintain business relationships with supplier/partners
• Assist Experience Designers in the continuous development of new products and services and innovative program elements
• Track status of upcoming programs and gather requested program information to assist Event Producers with program elements, such as confirming vendors and Field Staff
• Operation of smaller programs, including communication with clients, scheduling and confirming suppliers, handling costing elements, program close out, etc.
• Assist Event Producers with advancing venues and ability to serve as onsite point of contact for suppliers and Field Staff
• Coordinate Field Staff scheduling, confirming availability as well as updates to Field Staff database
• Assist Event Producers with completion of paperwork including pre-program planning and invoicing
• Provide backup support to Accounting department by assisting with payment tracking and spreadsheet updating
• Maintain Operations Calendar & City-Wide Events Calendar
• Handle assignments such as creating material for Field Staff training sessions, organizing Field Staff appreciation events, sending supplier thank you and gifts, maintain up-to-date transportation partner fleet inventory and pricing grids

Qualifications

• At least one year of work experience in a DMC, incentive travel, event planning company, event venue or related field in an administrative and/or operations capacity preferred, but not required. - Transportation experience preferred, but not required
• Strong computer knowledge including database, Microsoft Office - Word, Excel, PowerPoint, etc.
• Ability to communicate effectively and professionally through email and phone with clients, suppliers, and Field Staff
• Possess proactive and analytical problem-solving skills. - Knowledge of local area attractions, hotels, city streets, parks and other venues
• Ability to work in a team environment
• Ability to work flexible hours; including general office hours, weekends, frequent evenings, and some holidays
• Ability to travel sometimes up to seven (7) days within the region to manage programs
• Ability to work within deadline constraints and set priorities
• Possess a professional manner and appearance when representing PRA
• Ability to perform multiple projects simultaneously and prioritize responsibilities and work assignments

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k) with Company Match
• Short-term and Long-term Disability Insurance
• Life Insurance
• Employee Assistance Program
• Paid Vacation Time
• Paid Holidays
• Paid Sick Time
• Parental Leave
• Pet Insurance
• Flexible Spending Accounts
• others

Ready to discover where next begins?

PRA offers you room to grow, create, and step confidently into your next era.

When you join PRA, you'll have the opportunity for a creative, energetic, and inspiring career in sales, creative, operations, production and more.

Our Services

• Activations
• Experiential Marketing
• Event Strategy
• Experience Design
• Interactive Installations
• Themed Events & Décor
• Adventures & Excursions
• Dining & Culinary Experiences
• Entertainment & Performances
• ESG & Social Impact Integration
• Team Building & CSR
• Transportation & Logistics
• Meeting Management
• AV Management
• Content & Messaging
• Content Design & Production
• Demo Experiences
• Theatrical Design & Delivery