Event Coordinator
Purpose
The Event Coordinator is responsible for managing, planning, coordinating, and executing AAIS’s constituent meetings, conferences, and events. This individual will work collaboratively with internal and external stakeholders to assess and conceptualize needs and desires that result in successful promotion of the AAIS brand and reputation for representation at industry events, as well as hosted industry events. The Event Coordinator will organize all event logistics, including but not limited to, budgeting, conference space allocations, catering, accommodations, travel, technology and audiovisual needs, sponsorship, setup and tear-down, day of running, troubleshooting, and wrap-up activities. This position requires a high-performing and enthusiastic individual who can provide superior customer service and enjoys maintaining processes and procedures.
Responsibilities
Corporate Hosted Events:
- Develop and execute event strategies that align with organizational goals, coordinating logistics, budgeting, and contract management.
- Collaborate with stakeholders to define objectives and requirements, overseeing budgets, vendor contracts, and financial approvals.
- Coordinate logistics such as venue selection, transportation, accommodations, catering, A/V needs, entertainment, and promotional items.
- Manage hotel partnerships, including negotiations, room blocks, A/V setup, promotional items, and Banquet Event Orders.
- Oversee on-site event operations, setup, and troubleshooting to ensure smooth execution and exceptional attendee experiences.
- Develop and distribute event materials, including signage, agendas, registration information, and name badges.
- Source and maintain vendor and supplier relationships, offering guidance to support staff when needed.
- Monitor industry trends to enhance event planning processes.
Industry Events:
- Maintain a calendar and budget for industry conferences, providing logistical and administrative support for AAIS sponsorships, booths, and exhibits.
- Manage inventory, storage, and shipping logistics of event displays and promotional items.
- Attend events for setup, teardown, and managing onsite AAIS exhibits.
- Stay current on industry events and recommend new events for AAIS to start attending/stop attending.
- Perform additional duties as assigned.
Knowledge, Skills, and Abilities
- Strong knowledge of hotel operations, meeting facilities, catering, A/V, transportation, and entertainment vendors.
- Strategic, creative thinker with a proven ability to turn vision into actionable plans.
- Excellent communication, negotiation, and collaboration skills with stakeholders.
- Exceptional project management and organizational abilities, adept at handling multiple priorities.
- Skilled in vendor management, creative problem-solving, and sound business judgment.
- Calm under pressure, adaptable to changing priorities, with meticulous attention to detail.
- Ability to travel and work long hours, maintaining high energy and endurance during events.
- Basic graphic design skills for customizing promo items or other marketing materials.
- Ability to communicate effectively across multiple channels and asynchronously in a remote-first working environment.
Requirements
- Bachelor’s degree in Hospitality Management, Marketing, Communications, or related field. Experience in lieu of education may also be considered.
- 2+ years of experience in conference, meeting, or event planning, with a focus on corporate events and large-scale productions.
- Proficiency in event management software (e.g. Swoogo) and Microsoft Office Suite.
- Professional certification in event planning or project management is a plus.
- Must be able to move and lift objects up to 50 lbs and be on your feet for extended periods of time.
- Travel is required up to 30% of the time for events hosted or sponsored by AAIS and annual all-company gathering.
To apply, please email your resume to Krissy Hensley, HR Director, at krissyh@AAISonline.com.