Experiences Team Coordinator

Triton Environmental Consultants, Ltd.; Catnip (KY); On-site; USD 42,000 - 62,000; Full time

Job summary

Alltech is seeking an Experiences Team Coordinator to support planning, coordination, and execution of events, meetings, tradeshows, and registrations. You will work with internal teams, global colleagues, vendors, exhibitors, and other stakeholders to deliver successful experiences across the world.

The role covers from initial planning through onsite execution and post-event follow-up. The ideal candidate is highly organized, detail-oriented, and comfortable handling large data volumes and

Qualifications

• Bachelor's degree in Marketing, Communications, Hospitality, Event Management, or a related field.
• 3+ years of experience in events, customer service, digital management, marketing, or a related field.
• Willingness and ability to travel for events, including occasional weekend work and overtime as business needs require.
• Strong proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.

Responsibilities

• Coordinate events and tradeshow activities from planning through onsite execution.
• Develop and distribute RFPs for internal and external events.
• Assist with hotel and venue sourcing and contracting for events and tradeshows.
• Provide support to global team members in planning and execution of events.
• Assist with catering arrangements, BEOs, restaurant reservations, and event logistics.
• Create, maintain, and update event documentation and SOPs.

Skills

3+ years experience

Highly organized

Communication skills

Multi-project management

Travel flexibility

Customer-service mindset

Education

Bachelor's degree in Marketing, Communications, Hospitality, Event Management

Tools

HubSpot

Brightcove

Microsoft Office Suite

Job description

Position Overview

We are seeking an Experiences Team Coordinator to support the planning, coordination, and execution of events, meetings, tradeshows, and registration activities. As a member of the Alltech Experiences Team, this position will work closely with internal teams, global colleagues, vendors, exhibitors, and other stakeholders to deliver successful experiences across the world.

The Experiences Team Coordinator will support events from the initial planning stages through onsite execution and post-event follow-up. The ideal candidate is highly organized, detail-oriented, and comfortable managing large volumes of data and multiple projects simultaneously. This individual should also be confident coordinating with vendors, troubleshooting issues, researching solutions, and working in a fast-paced, deadline-driven environment.

Key Responsibilities

Event & Tradeshow Coordination

• Cross-train with Event & Tradeshow Coordinators on ExhibitForce and applicable Event & Tradeshow Standard Operating Procedures (SOPs).
• Develop and distribute Requests for Proposals (RFPs) for internal and external events.
• Assist with hotel and venue sourcing and contracting for events and tradeshows.
• Provide support to global team members in the planning and execution of events.
• Assist with catering arrangements, Banquet Event Orders (BEOs), restaurant reservations, and other event-related logistics.
• Assist with planning and executing community events and other special events as needed.
• Create, maintain, and update event and meeting SOPs, forms, and related documentation.

Registration & Digital Support

• Assist with the coordination and management of event registration for programs ranging from 100 to 5,000 attendees.
• Assist the Digital Team with registration integrations and related technology, including HubSpot and Brightcove.
• Assist with developing and maintaining registration processes and procedures.
• Create and distribute weekly registration reports.
• Collect, organize, and maintain registration and post-event data and reports.
• Provide follow-up and reporting support as needed.

Vendor & Stakeholder Management

• Serve as a point of contact for vendors, customers, attendees, and internal stakeholders throughout the event process.
• Communicate event requirements, timelines, and updates to appropriate stakeholders.
• Assist with resolving vendor, registration, and event-related issues.
• Research and implement solutions to address challenges that arise throughout the planning and execution process.

Onsite Event Support

• Provide onsite support for customers, attendees, and internal teams.
• Troubleshoot and resolve issues that arise during events and tradeshows.
• Assist with onsite registration and attendee check-in.
• Develop staff rosters and coordinate staffing support for in-person events.
• Support the Experiences Team with day-of-event logistics and execution.

Qualifications & Requirements

• Bachelor's degree in Marketing, Communications, Hospitality, Event Management, or a related field.
• 3+ years of experience in events, customer service, digital management, marketing, or a related field.
• Willingness and ability to travel for events, including occasional weekend work and overtime as business needs require.
• Strong proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Highly organized with exceptional attention to detail.
• Ability to effectively manage multiple projects, priorities, and deadlines simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently as well as collaboratively within a global team.
• Comfortable working in a fast-paced environment and adapting to changing priorities.
• Ability to manage confidential and/or sensitive information with discretion.
• Strong customer-service mindset with a professional and solutions-oriented approach.