Event Coordinator, Part Time

Marcus Theatres; Gurnee (IL); On-site; USD 21,000 - 29,000; Full time

Benefits offered by this job

VIP Movie card

Discounts at Marcus Hotels & Resorts

Insurance after 30 days

Paid time off

Job summary

Marcus Theatres is seeking an Event Coordinator to support the Regional Account Manager in planning and executing group events across multiple locations. The role blends in-theatre and office duties with regular travel to Addison, Gurnee, or Country Club Hills.

You’ll act as the central hub between sales, operations, and clients, ensuring accurate contracting, clear timelines, and precise invoicing. Flexible evenings/weekends may be required in a fast-paced, seasonal environment.

Qualifications

• Ability to manage multiple events and deadlines in a fast-paced environment.
• Excellent written and verbal communication for client timelines and event docs.
• Proven ability to build cross-functional relationships across sales, operations, and clients.

Responsibilities

• Serve as the primary administrative and coordination support to the Regional Account Manager for group events.
• Assist with inbound client inquiries via phone and shared email inboxes, routing as appropriate.
• Ensure clear, timely documentation and communication of client timelines, expectations, and event details.
• Coordinate event preparation by communicating requirements to theatre operations teams and clients to support successful execution.
• Maintain and update event orders, calendars, contracts, and invoices to ensure accuracy and alignment with event details.
• Proactively identify missing information, potential issues, or deadline risks and elevate as needed.
• Create, update, and manage contracts and invoices in compliance with company policies and operational requirements.
• Ensure contracts are completed accurately and on time, meeting both client and internal deadlines.
• Reconcile events by reviewing payments, receipts, and transactions; ensure proper payment collection, receipting, documentation, and accurate charging instructions for accounting and theatre teams.
• Collaborate daily with the Regional Account Manager and operations teams, support best practices to exceed guest expectations, and maintain strict confidentiality of client, financial, and company information.
• Other duties as assigned.

Skills

Time management

Organization

Multitasking

Communication

Client relationships

MS Office

Travel-ready

Event coordination

Tools

Outlook

Teams

Excel

PowerPoint

Job description

Description

Marcus Theatres is searching for a dynamic Event Coordinator to play a key role in bringing unforgettable group events to life. In this collaborative, fast-paced role, you'll support the Regional Account Manager by managing the day-to-day administrative and operational details that make each event run smoothly. Acting as the central hub between sales, operations, and clients, you'll ensure every event is accurately contracted, clearly communicated, flawlessly executed, and properly reconciled.

As a critical partner to internal teams and a trusted point of contact for clients, you'll help deliver exceptional experiences while keeping projects organized and on track. This position reports directly to the Regional Account Manager and works closely with both sales and theatre operations across 27 locations in IL, LA, MN, ND, NY, OH and TX making every day different, exciting, and impactful. This hybrid role combines on-site, in-theatre responsibilities with office-based work. Candidates ideally are based in the Chicagoland area and are able to travel to Addison, Gurnee or Country Club Hills on a regular basis as part of the role.

What you will be doing:

• Serve as the primary administrative and coordination support to the Regional Account Manager for group events.
• Assist with inbound client inquiries via phone and shared email inboxes, responding directly or routing as appropriate.
• Ensure clear, timely documentation and communication of client timelines, expectations, and event details.
• Coordinate event preparation by communicating requirements to theatre operations teams and clients to support successful execution.
• Maintain and update event orders, calendars, contracts, and invoices to ensure accuracy and alignment with event details.
• Proactively identify missing information, potential issues, or deadline risks and elevate as needed.
• Create, update, and manage contracts and invoices in compliance with company policies and operational requirements.
• Ensure contracts are completed accurately and on time, meeting both client and internal deadlines.
• Reconcile events by reviewing payments, receipts, and transactions; ensure proper payment collection, receipting, documentation, and accurate charging instructions for accounting and theatre teams.
• Collaborate daily with the Regional Account Manager and operations teams, support best practices to exceed guest expectations, and maintain strict confidentiality of client, financial, and company information.
• Other duties as assigned.

What we are looking for:

• Strong time-management, organizational, and multitasking skills with exceptional attention to detail
• Excellent written and verbal communication skills, including drafting, editing, and proofreading professional correspondence and event documentation
• Ability to build effective working relationships across departments, including corporate teams, theatre associates, and external partners
• Comfortable in a customer-facing role, with the ability to anticipate client and theatre needs while maintaining professionalism and efficiency
• Flexible, team-oriented approach with a willingness to support additional assignments in a fast-paced environment
• Proficient in Microsoft Office, including Outlook, Teams, Excel, and PowerPoint; able to create and maintain spreadsheets and presentations
• 1-3 years of experience in event coordination, hospitality, sales support, or administrative support preferred
• Experience with contracts, invoicing, and/or financial reconciliation is a plus
• Previous movie theatre experience not required; willingness to learn business volume, operational flow, and event logistics is essential
• Ability to work occasional evenings or weekends as event schedules require
• Primarily office-based role with frequent cross-functional collaboration
• Fast-paced environment with seasonal peaks and fluctuating workloads
• Limited onsite or in-field event support, with up to 15% regional travel planned in advance

What’s in it for you?

• VIP Movie card at Marcus Theatres
• Discounts at Marcus Hotels & Resorts properties for hotel rooms, cafes, and restaurants - not to mention, great deals on golf, ski, and spa
• Medical, dental, and vision insurance after 30 days, along with company-paid life insurance, employee assistance resources, and 401(k) with employer match
• Paid time off
• Early wage access
• Opportunity to grow your career with a leading entertainment company
• Work in a modern Milwaukee office with a vibrant, inclusive culture
• And more!

Pay Estimate: $18/hour

About Us:

As part of the Marcus Corporation, Marcus Theatres has proudly entertained audiences since our first theater opened in Ripon, WI, back in 1935. Now, as the fourth-largest theater circuit in the U.S., we bring the magic of movies to life with 995 screens across 78 locations in 17 states, operating under Marcus Theatres, Movie Tavern by Marcus, and BistroPlex brands. At Marcus Theatres, our passion is electric, fueled by the thrill of film and the drive to provide remarkable experiences. We're dedicated to hiring exceptional talent who bring these experiences to life for every moviegoer.

Note: the above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Marcus Theatres is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination in our hiring and employment practices in accordance with all applicable laws.