Hybrid Programs & Events Coordinator

IFM; Federal Way, Northern (WA, KY); Hybrid; USD 33,062,000 - 37,195,000; Full time

Benefits offered by this job

National healthcare plan

National dental and vision plans

Paid employee life and disability保险

Paid employee assistance program

Two weeks’ vacation and two weeks’ s

Job summary

IFM is seeking a Programs & Events Coordinator to support online cohort-based programs and in-person events. You will provide administrative, project management, logistical, and technical support to ensure programs and events are delivered consistently, efficiently, and with a high-quality participant experience.

Responsibilities include coordinating program and event execution, preparing agendas, tracking tasks, organizing materials, supporting event tech setups, and onsite coordination.

Qualifications

• Experience supporting events, programs, or related projects, including coordinating timelines and deliverables.
• Experience working collaboratively with internal teams, vendors, or external partners.
• Proficient knowledge of MS Office Suite.

Responsibilities

• Coordinate the standardized execution of assigned programs and events, following established processes, timelines, and quality standards.
• Schedule planning meetings, prepare agendas, document decisions, and track action items to completion.
• Track assigned project timelines, deliverables, and outstanding tasks, proactively communicating risks, delays, or support needs to the appropriate manager.
• Organize program materials, including attendee communications, community forums, attendee resources, and technical materials.
• Coordinate vendor and logistics contracts in collaboration with the Contracts & Asset Compliance team, including preparation, tracking, and payment.
• Provide onsite support for in-person events, including event set-up, registration, attendee support, and logistical coordination.
• Support event technology set-up, testing, and troubleshooting, including attendee name badges, the IFM Events App, check-in systems, audience engagement tools, event platforms, and streaming technology.
• Coordinate the development and production of onsite event materials, including staff name badges, business cards, signage, and other event collateral as assigned.
• Manage the packing, shipment, tracking, and return of event supplies to ensure organized delivery and execution.
• Support onsite attendee experience activities and special event elements (e.g., Morning Movement).
• Collaborate with internal teams to ensure alignment on project timelines, deliverables, responsibilities, and program or event requirements.
• Communicate project updates, deadlines, outstanding needs, and potential risks clearly and proactively to appropriate stakeholders.
• Participate in cross-training and contribute to documentation and knowledge-sharing related to Programs & Events processes, systems, and best practices.
• Build and maintain effective working relationships across departments to support successful program and event delivery.

Skills

Event support

Program coordination

Vendor coordination

MS Office

Communication

Organization & planning

Attention to detail

Collaboration & teamwork

Technical aptitude

Initiative & problem-solving

Education

2 Year Degree

Tools

Cvent

Asana

MS Office

Job description

IFM is seeking a Programs & Events Coordinator to support online cohort-based programs and in-person events. You will provide administrative, project management, logistical, and technical support to ensure programs and events are delivered consistently, efficiently, and with a high-quality participant experience.

Responsibilities include coordinating program and event execution, preparing agendas, tracking tasks, organizing materials, supporting event tech setups, and onsite coordination.