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Our client is seeking a Project Coordinator to support the planning and execution of several upcoming events over the next six months. This role is critical to delivering a seamless and engaging event experience by coordinating vendors, tracking operational details, and assisting with overall program execution.
Working closely with the Operations Analyst and program teams, the Project Coordinator will help ensure the Summit is well-organized, impactful, and runs smoothly for all participants.
Key Responsibilities
- Track assigned Summit tasks and maintain project trackers and dashboards in partnership with the Operations Analyst.
- Monitor vendor contracts, deposits, timelines, and key deliverables to ensure deadlines are met.
- Support vendor communications by sending reminders, following up on deliverables, and responding to routine inquiries in coordination with the Operations Analyst and Strategic Communications team.
- Assist with the production and organization of event materials, including signage, name badges, programs, and attendee giveaways.
- Track and report real-time registration data such as attendance numbers, hotel reservations, dietary restrictions, and accessibility needs.
- Support the planning and coordination of an off-site evening reception, including logistics and vendor management.
- Help design and coordinate activities that foster attendee engagement, networking, and learning.
- Assist with agenda development to ensure alignment with event goals, session objectives, and speaker flow.
- Contribute to the development of a detailed run of show, outlining timing, transitions, logistics, and key program moments.
- Manage on-site registration and check-in to ensure a welcoming and efficient attendee experience.
- Monitor event operations and help resolve minor logistical or technical issues in real time.
- Document key issues, resolutions, and lessons learned to support improvements for future events.
- Coordinate the packing, return, and shipment of rented or borrowed equipment and materials.
- Assist with collecting and reviewing post-event surveys and feedback to evaluate event success and identify opportunities for improvement.
Qualifications:
- Associate’s or Bachelor’s degree preferred
- 2+ years of experience in event coordination, project coordination, or operations support.
- Strong attention to detail
- Proficient in Microsoft Suites
- Ability to work well under pressure
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