Event & Office Coordinator

acbjcareers; Dallas (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

ACBJ is seeking an Event and Marketing Coordinator in Dallas to manage event marketing, registration pages, and logistics for sponsors, speakers, and honorees. You will support day-of operations, event planning, and cross-team coordination with the Events Director.

Ideal candidates have 1–3 years of event experience, strong MS Office skills, and familiarity with Teams/Zoom/Webex. This role involves office tasks and close collaboration across departments.

Qualifications

• High School diploma or 2-year college degree or equivalent experience preferred.
• 1-3 years event experience preferred.
• Proficient with MS Office products (Excel, PowerPoint, Word, etc.).
• Familiar with web-based communication tools (Teams, Zoom, Webex).
• Strong organizational and communication skills are required.

Responsibilities

• Coordinate all event marketing and oversee the marketing plan.
• Build out online event registration pages and update sponsor/ speaker info.
• Oversee program logistics: sponsors, speakers, honorees and related materials.
• Manage day-of event registration and on-site preparations.
• Participate in long-term event planning with Events Director and strategy.
• Maintain filing of event trackers and prepare client recaps.
• Assist with proofing event materials and general planning and logistics.

Skills

MS Office proficiency

Web-based communication tools

Education

High School diploma / 2-year college degree

Tools

MS Office

Job description

Event-Related Roles

• Coordinate all event marketing
  • Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web.
  • Coordinator will work with both the Event Director and BDD to ensure marketing plan stays on track.
  • Coordinator will identify and build relationships with community partners for event exposure and marketing.
• Build out online event registration pages
  • Create & update event registration pages using the company system.
  • Coordinator will work directly with the Event Director on this.
  • Ensure that all new sponsorships and event speakers are updated in real time.
• Oversee program logistics: Sponsors, speakers, and honorees
  • Assist ED in regular communication with honorees
  • Assist in coordinating speaker logistics -- when needed
  • Complete event sponsorship schedule for all sponsors
  • Coordinate registering honorees, speakers, and sponsors for programs in a timely and accurate manner
  • Manage event collateral design with the BDD to ensure cohesive branding and onsite asset creation
• Event Execution
  • Brainstorm with ED on overall event execution for each event
  • Manage day-of event registration
  • Assist in all aspects of event prep -- name badges, event signage, on-site publications, event décor, sponsor material, framed material, awards, step and repeat etc.
  • Assist with event load in, set-up, and load out
• Participate in the long-term planning of events with Events Director
  • Assist in the strategic planning of Puget Sound Business Journal Events, including new events and improving existing events
  • Assist in the overall design and theme implementation of events
• Office work
  • Maintain shared filing of all event trackers, communications, and planning documents with Events Director
  • Produce individual event recaps to clients Gold and above level
  • Produce general recap of event for other sponsor levels
• Administrative assistance
  • Assist in proofing of event materials
  • Assist the Events Director as instructed with planning and logistics as necessary
  • Update sponsor, honoree, and speaker's trackers regularly
  • Assist in collection of materials for programs

Administrative/Operations Assistance

• EO will work with Publisher to manage office vendor relationships including agreements, payments, and subscriptions.
• EO will work with Event Director and Publisher to manage industry, civic & business organization trade agreements & deliverables.
• Assist with ordering office supplies, snacks, apparel, year-end awards, gifts.
• Check mail for office.
• Send any checks received to lockbox.
• Coordinate office outings and staff lunches.
• General building and office management.

Communication and Teamwork

• Keep Events Director aware of workflow and status of scheduled work. Work collaboratively and cooperatively with members of all other departments.
• Share organizational tools and plans for keeping on schedule
• Like all other staff members, the Event and Marketing Coordinator is asked to participate in Business Unit-sponsored events promoting the paper.

Professional Development

The Event and Marketing Coordinator should participate in all training offered by ACBJ and the PSBJ when applicable.

Other

The Event and Marketing Coordinator should be prepared to assist with any other task requested by the Events Director.

Education

High School diploma -- 2-year college degree or equivalent experience preferred.

Experience

1-3 years event experience preferred

Specific Skills

• Proficient with MS Office products (Excel, PowerPoint, Word, etc.)
• Ability to used Web Based communication tools required (Teams, Zoom, Webex, etc.)