Event & Experience Coordinator

Sweetwater; Fort Wayne (IN); On-site; USD 50,000 - 65,000; Full time

Job summary

Sweetwater, the nation’s number one online retailer of music instruments and pro audio gear, is seeking an Events & Experience Coordinator to support employee events, campus meetings, and approved external partner and facility use events.

You will coordinate the operational, logistical, and administrative components of events and meetings to ensure successful delivery within established plans and guidelines, under the Senior Events & Experience Coordinator.

Qualifications

• 2–3 years experience in event coordination or related fields.
• Experience coordinating logistics, schedules, projects, and registrations.
• Experience or education in hospitality or event planning.
• Proficiency with Microsoft Office and event-related software platforms.
• Preferred 3–5 years of experience supporting events or engagement programs; vendor coordination.

Responsibilities

• Manage admin conference hall calendars, intake requests, and scheduling to ensure efficient space utilization.
• Coordinate event logistics with internal stakeholders and partners for setup, catering, EP needs, materials, and on-site execution support.
• Execute event plans within established timelines and guidance from leadership.
• Support employee events, campus activities, and engagement programs through planning coordination, logistics support, and execution assistance.
• Manage employee event communications including registrations, reminders, attendee updates, and other event-related messaging.
• Maintain event documentation, contracts, invoices, planning tools, templates, tracking systems, and basic reporting.
• Provide on-site support for company events during setup, execution, and teardown to ensure a positive participant experience.
• Coordinate logistics and external facility use for contracts, documentation, scheduling, and on-site support for external organizations and vendors.
• Support the overall success of the Events & Experience function by maintaining organized processes and contributing to continuous improvement initiatives.

Skills

Organizational skills

Attention to detail

Multitasking

Communication skills

Customer service

Relationship building

Education

Hospitality or event planning education

Tools

Event registration platforms

Survey tools

Budget tracking tools

Job description

Job Requirements

Sweetwater, the nation's number one online retailer of music instruments and pro audio gear, is seeking to hire a dedicated, detailed, and driven Events & Experience Coordinator. As The Events & Experience Coordinator you will support the execution of employee events, campus meetings, and approved external partner and facility use events. This role is responsible for coordinating the operational, logistical, and administrative components of events and meetings to ensure successful delivery within established plans and guidelines. This position executes event plans developed by the Senior Events & Experience Coordinator and provides on-the-ground coordination and support to ensure events are delivered consistently and efficiently.

Job Responsibilities

• Manage Admin conference hall calendars, intake requests, and scheduling to ensure efficient space utilization
• Collaborate with internal stakeholders and event partners to coordinate event and meeting logistics, including room setup, catering, EP needs, materials, and on‑site execution support
• Execute event plans within established timelines, processes, and guidance from leadership and Senior Event & Experience Coordinator
• Support employee events, campus activities, and engagement programing through planning coordination, logistics support, and execution assistance.
• Manage employee event communications including registrations, reminders, attendee updates, and other event-related messaging
• Maintain event documentation, contracts, invoices, planning tools, templates, tracking systems, and basic reporting
• Provide on‑site support for company events during setup, execution, and teardown to ensure a positive participant experience
• Coordinate logistics and operational support for approved external facility use, including contracts, documentation, scheduling, event preparation, and onsite support for external organizations, vendors and internal stakeholders.
• Support the overall success of the Events & Experience function by maintaining organizes process, responding to stakeholder needs, and contributing to continuous improvement initiatives

Qualifications

• 2-3 years of experience in event coordination, hospitality, administrative support, customer service, communications, or related fields. Experience coordinating logistics, schedules, projects, and registration.
• Previous Experience or education in hospitality or event planning
• Strong organizational and administrative skills, attention to details, ability to manage multiple tasks and deadlines, customer service and relationship-building skills, written and verbal communication skills, proficiency with Microsoft office and event related software platforms.
• Preferred experience with event registration systems and survey tools, basic budget tracking experience, experience coordinating volunteer activities or community events.
• Preferred 3-5 years of experience supporting events or engagement programs. Experience working with vendors, volunteers, or event registration systems.

Sweetwater “Ideal” Team-Player

• WOWs The Customer - Deep passion and desire for creating amazing customer & colleague experiences
• Gets Things Done - Great work ethic and moves with a sense of urgency
• Obsesses over the Details – committed to paying attention to the details
• Drives Continuous Improvement – Always focusing on effective and efficient work and way to get better
• Develops the Future – committed to pursuit of growing personally & professionally and has a focus on bringing your colleagues along with you on that journey

We function best as a unified team, so relocation to our state‑of‑the‑art campus in Fort Wayne, IN is required. Interested and qualified candidates, please apply. We look forward to exploring your #FullTimeDream with Sweetwater! Sweetwater’s culture is built upon celebrating the creative creation of music, which unifies people from all walks of life. Our individual differences make Sweetwater stronger as a company and a better place to work as we respect, learn, and grow from each team member’s unique perspective and experience. We have welcomed thousands of employees and their families from all over the world, and we invite you to discover why we consider a career at Sweetwater the full‑time dream.