Event Coordinator

Peyton Resource Group; San Antonio (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Peyton Resource Group in San Antonio, Texas seeks an Event Coordinator/Employee Events & Engagement Lead to plan, coordinate, and execute employee engagement, recognition, leadership development, and executive-sponsored events aligned with business goals and culture.

This on-site role partners with senior leaders, vendors, and cross-functional teams, managing budgets, timelines, and vendor contracts to deliver memorable experiences and measurable outcomes.

Qualifications

• Bachelor's degree in Event Management, Hospitality, Business Admin, Communications, Marketing, or related field (or equivalent).
• 5+ years of experience planning and executing corporate events, employee engagement initiatives, leadership meetings, conferences, or executive events.
• Experience managing multiple complex projects with minimal supervision.
• Experience managing budgets, vendors, contracts, and event logistics.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office applications and event management tools.

Responsibilities

• Lead the planning, coordination, and execution of employee engagement events, recognition programs, leadership meetings, and executive initiatives.
• Oversee venue selection, logistics, registration, catering, accommodations, transportation, vendor coordination, and on-site management.
• Manage budgets, track expenses, process invoices, and ensure budget reconciliation.
• Collaborate with senior leaders and stakeholders to translate objectives into impactful event experiences.

Skills

Verbal communication

Written communication

Budget management

Vendor management

Event logistics

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Event management tools

Job description

The Event Coordinator: Leadserves as a key partner in planning, coordinating, and executing employee engagement, recognition, leadership development, and executive-sponsored events that support business objectives and organizational culture. This role is responsible for managing all aspects of event planning and delivery, from concept development through execution and post-event evaluation.

Working closely with senior leaders, stakeholders, vendors, and cross-functional partners, the Employee Events & Engagement Lead creates meaningful experiences that strengthen employee engagement, celebrate achievements, support leadership development, and enhance organizational effectiveness.

This position serves as an on-site partner to leadership teams and stakeholders located in San Antonio, Phoenix, Colorado, Tampa and Virginia and requires a high degree of collaboration, relationship building, professionalism, and independent decision-making.

Key Responsibilities

Event Planning & Execution

• Lead the planning, coordination, and execution of employee engagement events, recognition programs, leadership meetings, executive-sponsored initiatives, conferences, and special events.
• Oversee all phases of event planning including venue selection, logistics, registration, catering, accommodations, transportation, vendor coordination, and on-site event management.
• Direct event setup, execution, and breakdown while proactively identifying and resolving issues to ensure a seamless attendee experience.
• Develop and maintain detailed project plans, timelines, schedules, and event run-of-show documentation.

Stakeholder Partnership

• Collaborate with senior leaders and business partners to understand objectives and translate organizational priorities into impactful event experiences.
• Serve as a trusted advisor to stakeholders by providing recommendations, identifying risks, and proposing solutions throughout the planning process.
• Build and maintain strong relationships with internal partners, vendors, and external service providers.
• Develop, monitor, and manage event budgets to ensure fiscal responsibility and alignment with business objectives.
• Source, negotiate, and manage vendor relationships, contracts, and service agreements.
• Track event expenses, process invoices, and ensure accurate budget reconciliation and reporting.

Project Management

• Coordinate multiple concurrent projects with competing priorities and deadlines.
• Establish communication plans and ensure timely updates to stakeholders and project teams.
• Monitor project milestones, manage risks, and proactively address challenges that may impact successful execution.

Employee Experience & Engagement

• Support initiatives designed to enhance employee engagement, recognition, culture, and leadership development.
• Identify opportunities to improve event effectiveness and attendee experience through feedback analysis and continuous improvement practices.
• Ensure events and programs align with organizational values, culture objectives, and business priorities.

Required Qualifications

• Bachelor's degree in Event Management, Hospitality, Business Administration, Communications, Marketing, or a related field, or equivalent work experience.
• 5+ years of experience planning and executing corporate events, employee engagement initiatives, leadership meetings, conferences, or executive events.
• Experience managing multiple complex projects simultaneously with minimal supervision.
• Demonstrated experience managing budgets, vendors, contracts, and event logistics.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office applications and event management tools.

Preferred Qualifications

• Experience supporting executive-level meetings and leadership events.
• Experience with employee recognition, employee engagement, culture, or leadership development programs.
• Project management experience in a corporate environment.
• Experience working with cross-functional teams and stakeholders across multiple business areas.
• Experience developing presentations, briefing materials, and executive communications.