Workshop Coordinator

Wood Financial Group; Franklin (TN); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Bonus pay

Mileage reimbursements

Paid time off

Paid holidays

401(k)

Job summary

Wood Financial Group in Franklin, TN is seeking an on-site Event Coordinator to manage a high-volume calendar of 15–20 events per month, including dinners and educational workshops, and to convert attendees into first appointments.

The role requires CRM proficiency, strong organizational skills, and the ability to work evenings. You will support lead generation, tracking, and marketing initiatives while ensuring a seamless client experience.

Qualifications

• Bachelor’s degree in marketing, communications, business, or a related field
• 2–4+ years in a fast-paced, metrics-driven role involving event logistics, registration/scheduling systems, sales support, or coordination
• Hands-on CRM/database experience under time pressure (Salesforce and/or Monday.com preferred)
• Reliable transportation and a valid driver’s license for travel to event locations within the territory
• Schedule centered around recurring evening events
• Sales-minded, outgoing with appointment-conversion focus
• Strong organizational skills to manage multiple events in a fast-paced environment
• Comfortable speaking in front of groups and engaging attendees
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint, SharePoint)
• Ability to work independently within a collaborative team

Responsibilities

• Serve as on-site lead coordinator for two zones, delivering up to 6–8 events per month across both zones
• Execute and oversee Dinner Seminars (Two per week, 5:00 pm–9:00 pm) and Educational Workshops (Two per month, 10:00 am–1:00 pm)
• Own the cadence to hit a minimum 60% attendee-to-first-appointment conversion
• Manage all on-site logistics: venue relations, setup/teardown, registration, A/V, materials; vendor contracts fall to Marketing Manager
• Call and confirm attendees prior to events; greet, check in, welcome guests, introduce advisor/presenter
• Ensure seamless execution at every event; maintain a high-volume, repeatable operation
• Accurately manage CRM data to move attendees through registration and pipeline
• Support at additional events; focus on setup/teardown, attendee engagement, securing appointments
• Collaborate with marketing to track appointment-setting outcomes and data-driven improvements
• Proactively flag issues and suggest improvements based on data

Skills

CRM experience

Event coordination

Appointment setting

MS Office

Organizational skills

Public speaking

Driver's license

Education

Bachelor's degree in marketing/related field

Tools

Salesforce

Monday.com

Job description

Location: This position follows a hybrid flex work model requiring in-office presence at our Franklin, TN office on Mondays and Wednesdays (two days per week), with flexibility to work remotely on other days based on event schedule.

Reports to: Marketing Manager

Schedule note: This role runs evening dinner seminars as a core, non‑negotiable part of the weekly schedule — candidates should confirm evening/flex availability up front.

Wood Financial Group is a leading, independent financial services company providing comprehensive investment solutions for a select group of individuals. Combining impeccable client service with unmatched, objective investment solutions, Wood Financial Group helps those in and/or approaching retirement with the complexity of financial solutions to help them to achieve their retirement goals.

About the Role: At Wood Financial Group, our dinner seminars and educational events are the heartbeat of how we connect with families across Middle Tennessee and Southern Kentucky. We run a high‑volume, fast‑paced event calendar — 15–20 events per month across the team — and this role is the on‑the‑ground coordinator who keeps that machine running and converts attendees into booked appointments.

This is a sales‑support and execution role, not an events‑creative role. The right person is energized by hitting numbers — appointment conversions, attendance rates, clean CRM data — and by the pace of running back‑to‑back events, not by designing one‑off experiences. If you like structure, speed, and seeing your work show up directly in a pipeline report, this role is built for you. The ideal candidate thrives on creating exceptional client sales experiences through events and is equally motivated to learn and contribute to lead generation, tracking, and marketing campaign initiatives. If you love details, take pride in anticipating challenges before they become problems, and enjoy seeing a room full of engaged attendees as the result of your work — we’d love to meet you.

Event Coordination & Execution (Primary Focus)

• Serve as on‑site lead coordinator for an assigned territory of 2 zones, delivering up to 6‑8 events per month total across both zones (combined dinner seminars and educational workshops) — as part of a team running 15–20 events per month company‑wide
• Execute and oversee:
  • Dinner Seminars: Two‑per week | 5:00 pm – 9:00 pm
  • Educational Workshops: Two per month | 10:00 am – 1:00 pm
• Own the full event cadence required to hit a minimum of 60% conversion of attendees to a booked first appointment
• Manage all on‑site event logistics: venue relationships and setup/teardown, attendee registration, A/V, event materials (nametags, branded collateral, event folders, RSVP lists, presentations). Vendor contracts and events schedule are the responsibility of the Marketing Manager.
• Call and confirm attendees prior to the event; greet, check in, and welcome guests; introduce the advisor/presenter
• Ensure seamless, professional execution at every event, every week — this is a repeatable, high‑volume operation, not a one‑off production
• Accurately manage event and prospect data in the CRM (Salesforce and/or Monday.com) so attendees move cleanly through the registration and appointment pipeline — see CRM requirement below
• Serve as key support at additional WFG events as needed, focused on setup/teardown, attendee engagement, and securing appointments
• Partner with marketing leadership to track appointment‑setting outcomes (Set 1st, Kept 1st) resulting directly from your events
• Proactively flag issues, bottlenecks, and improvement ideas — this role has real input into how events run, not just execution
• Track and report event registrations, attendance rates, and attendee engagement/quality
• Collaborate on ideas to improve attendance and conversion, grounded in what the data shows

Compliance & Confidentiality

• Follow all company policies and regulatory requirements to ensure confidentiality and security of client information.
• Maintain records in accordance with compliance guidelines

Qualifications:

• Bachelor’s degree in marketing, communications, business, or a related field
• 2–4+ years of experience in a fast‑paced, metrics‑driven role involving event logistics, registration/scheduling systems, sales support, or coordination work — financial services, healthcare, or other appointment‑driven industries are a strong fit
• Hands‑on, comfortable experience working inside a CRM or registration/database system under time pressure. This is a core requirement, not a bonus — the role depends on accurately moving high volumes of registrants and prospects through the pipeline without errors. Salesforce and/or Monday.com experience preferred
• Reliable transportation and a valid driver’s license to travel to event locations within the assigned territory
• Comfortable with a schedule built around recurring evening events
• Sales‑minded, outgoing, and energized by hitting numbers — appointment conversion is a headline metric of this role
• Strong organizational skills and the ability to manage multiple events and moving pieces simultaneously, at a fast, sustained pace
• Comfortable speaking in front of a room and engaging directly with attendees
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint, SharePoint)
• Strong critical thinking and problem‑solving skills, with flexibility to adapt in a fast‑paced environment.
• Problem solver who takes initiative and thrives in fast‑paced environments. Comfortable working independently while contributing to a collaborative team.

Weekly Schedule:

• Monday/Wednesday 8:00 am – 5:00 pm (in office) | Collaborative team office days for meetings, production, and creative work.
• Tuesday/Thursday/Wednesday: Event + Dinner Workshops (Remote/Event Flex Days) | 12:00 pm – 9:00 pm Workshop Schedule or 8:00 am – 5:00 pm if no workshops these days
• Friday 8:00 am – 5:00 pm (Flex Day) | Occasional in‑person attendance on flex days is expected for internal/vendor meetings.

Job Type: Full‑time

Benefits: We offer a salary plus bonus pay structure, a fun and professional office environment, mileage reimbursements for travel to events, PTO, paid holidays and 401k. This position is available immediately.