Event Coordinator - HARGROVE - Lanham, Maryland

RiseMe; Lanham (MD); On-site; USD 42,000 - 64,000; Full time

Job summary

Hargrove in Lanham, MD is seeking an Event Coordinator to provide administrative and functional support to the Event Production Department, including Special Events/Exhibits, Trade Shows, and Exhibitor Services. The role demands exceptional detail, timeline management, and leadership to ensure project success.

You will assist with exhibitor kits, maintain calendars, manage documentation, and coordinate with Account Managers. Some overtime and travel are expected.

Qualifications

• Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or related field or equivalent experience
• 0-3 years of event production including special events and trade shows
• Excellent customer service skills and ability to work with cross-functional teams
• Budget monitoring and management
• Independent and team-oriented work style
• Familiarity with web-based project management software
• Fluent English with strong written and oral communication
• Positive approach to teamwork, sales and problem solving
• Detail oriented with strong organizational skills, able to work under pressure
• Microsoft Office 365 experience
• Certified Meeting Planner certification preferred
• Ability to pass a high-level background check
• Overtime, evenings, weekends or holidays may be required
• Willingness to travel (<50%)

Responsibilities

• Support Event Manager on mid-level shows (between 200 and 400 exhibitors)
• Collaborate with team on large-scale tradeshows (400+ exhibitors)
• Create and manage travel sheets for each project
• Assist with tracking projects in the Corporate Calendar
• Provide graphic management assistance
• Manage the Fire Marshal approval process for assigned projects
• Work with the CAD Team on floorplan requests and revisions
• Create and distribute supporting documentation for on-site teams
• Support the Account Management team with shipping and courier needs
• Enter purchase orders and create/ distribute work orders, shop orders, and graphic orders
• Serve as out-of-office support to assigned Account Managers and on-site event support as needed

Job description

Position Overview

The Event Coordinator provides event-related administrative and functional support to the entire Event Production Department including the Special Events/Exhibits, Trade Shows, and Exhibitor Services groups. The Event Coordinator must flawlessly execute all work, shop, and graphic orders; follow all department standard operating procedures, assist with exhibitor kit creation, and other details. This position must have exceptional attention to detail, the ability to analyze large volumes of information, the ability to handle tight timelines and stressful situation, and show self-initiative and leadership to ensure project success.

Key Job Responsibilities

• Support Event Manager onmid-level shows (between 200 and 400 exhibitors).
• Collaborate with team on large scale tradeshows (400 or more).
• Create and manage travel sheets for each project.
• Assist with tracking projects in the Corporate Calendar.
• Provide graphic management assistance.
• Manage the Fire Marshal approval process for assigned projects.
• Work with the CAD Team on floorplan requests and revisions.
• Create and distribute supporting documentation for on-site teams.
• Support the Account Management team with any shipping and courier needs.
• Enter purchase orders.
• Creation and distribution of work orders, shop orders, and graphic orders as necessary.
• Serve as the out of office support to assigned Account Managers.
• Serve as event support, either in the office or on-site, as needed by Account Managers.
• Assist with the creation of Exhibitor Services Kits.
• Candidate must provide own transportation.

Job Qualifications

• Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or a related area of study or equivalent industry experience
• 0-3 years of event production including special events and trade shows
• Excellent customer service skills and the ability to work with cross-functional teams across many levels of management, including the executive leadership
• Budget monitoring and management
• Works well both independently and as a team player, both in the office and at show site with little to no supervision
• Familiarity with web-based project management software packages
• Fluent using the English language, along with excellent written and oral communication skills
• Positive approach to teamwork, sales and problem solving
• Detail oriented, strong organizational skills, and works well under pressure
• Microsoft Office 365 experience required
• Certified Meeting Planner certification preferred
• Ability to pass a high-level background check
• Job may entail working overtime during times of peak production, evenings, some weekends, or holidays as needed
• Willingness to travel (<50%)

Competencies

Deliver World Class Service

• Hospitality
• Ownership

Do The Right Thing

• Instills Trust
• Safety Conscious

Drive Results

• Action Oriented

See The Big Picture

• Tech Savvy

Value People

• Communicates Effectively

For more information on our Competency Group, refer to the Competency Based Talent Management page on Encore Connect by searching for the title or copy & pasting this URL Link: (https://psav.sharepoint.com/sites/HR/SitePages/Competency-Supported-Talent-Management.aspx).

Work Environment

Event Venue

Work is performed in a hotel/event venue environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust. The working conditions will vary between moderately quiet to noisy volumes. Team members will use high-end audio-visual equipment and electrical components and will be exposed to heights via lifts and ladders. Team members may be asked to work in multiple locations. Working times may include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Hargrove based on an individual venue or a representation of venues in that city or area.

Office

Work is performed in an office environment. Working times may include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Hargrove based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area. Most work will take place in a climate-controlled environment. Surroundings at times can be chaotic, high energy, and noisy, with high traffic volumes, dusty, and exposure to weather conditions.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.