Event Coordinator

David Michael Productions, Inc.; Woodridge (IL); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

401(k) matching

Dental insurance

Free food & snacks

Vision insurance

Job summary

David Michael Productions, Inc. is seeking an Event Coordinator to support Producers and Project Managers in a fast-paced office. You will handle pre-production logistics, travel arrangements, hotel bookings, and on-site setups for events and programs.

This role emphasizes initiative, organization, and reliable follow-through in a collaborative team environment. The ideal candidate has 3–5 years in event planning or AV/hospitality, strong MS Office skills, and familiarity with Asana.

Qualifications

• Bachelor's degree.
• 3 - 5 years of event planning, hospitality, or AV industry experience.
• Moderate to high proficiency in Microsoft Office (Word, Excel, and Outlook).
• Experience with ASANA a plus.
• Outgoing, energetic personality.
• Ability to take the initiative on projects.
• Good organization skills and an eye for detail.
• Reliable with excellent time management.

Responsibilities

• Coordinate all aspects of programs – from pre-production to reconciliation.
• Book or select crew flights (in-house, travel agency, meeting planners).
• Complete crew registrations through meeting planners (if required).
• Secure hotel reservations.
• Secure ground transportation, shuttles and car rentals.
• Pre-production billing, including per diem, deposits for equipment, labor, scenic.
• Coordinate onsite equipment rentals – areal lifts, forklifts, carts, copiers, printers, etc.
• Create and send crew letters, communication regarding dress code, call times, invoicing and travel information.
• Hotel requirements – complete outside vendor agreements, secure certificates of insurance and flame retardant certificates (if needed).
• Secure and coordinate overnight security (when needed).
• Coordinate and track shipping to and from the venue (from office and from vendor).
• Prepare and submit customs paperwork and work Visa applications.
• Create show books and files for PMs (as needed).
• Yearly update for insurance certificates for vendors, clients, venues and production partners.
• Shred bin collection.

Skills

Proactive

Time management

Detail oriented

Communication

Organization skills

Energetic personality

Education

Bachelor's degree

Tools

Microsoft Office

ASANA

Job description

Job Summary

The Event Coordinator position reports to our Productions Manager while working in tandem with another Event Coordinator. Working directly with the Company's Project Managers, this position requires a task-focused, detail-oriented individual that can support many administrative functions. The ideal candidate is outgoing, energetic, and willing to take initiative.

Benefits

• 401(k)
• Health insurance
• Paid time off
• 401(k) matching
• Dental insurance
• Free food & snacks
• Vision insurance

Responsibilities

• Coordinate all aspects of programs – from pre-production to reconciliation
• Book or select crew flights (in-house, travel agency, meeting planners)
• Complete crew registrations through meeting planners (if required)
• Secure hotel reservations
• Secure ground transportation, shuttles and car rentals
• Pre-production billing, including per diem, deposits for equipment, labor, scenic
• Coordinate onsite equipment rentals – areal lifts, forklifts, carts, copiers, printers, etc.
• Create and send crew letters, communication regarding dress code, call times, invoicing and travel information
• Hotel requirements – complete outside vendor agreements, secure certificates of insurance and flame retardant certificates (if needed)
• Secure and coordinate overnight security (when needed)
• Coordinate and track shipping to and from the venue (from office and from vendor)
• Prepare and submit customs paperwork and work Visa applications
• Create show books and files for PMs (as needed)
• Yearly update for insurance certificates for vendors, clients, venues and production partners
• Shred bin collection

Qualifications

• Bachelor's degree
• 3 - 5 years of event planning, hospitality, or AV industry experience
• Moderate to high proficiency in Microsoft Office (Word, Excel, and Outlook)
• Experience with ASANA a plus
• Outgoing, energetic personality
• Ability to take the initiative on projects
• Good organization skills and an eye for detail
• Reliable with excellent time management

Typical working hours are Monday-Friday 9:00-5:00 with occasional Saturday and Sunday requirements. Travel is limited to 0-15% of the time based on business requirements. This position is not remote and requires in-person office setting.

It should be noted, this position does not involve any meeting and/or event planning. The position supports Project Managers who are working with a meeting planning company or a client directly.