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Sample event coordinator job description

[Company X] is a leading global brand that organizes a large number of meetings, conferences, and events throughout the year for internal and external partners. We’re looking for a highly skilled event coordinator who can help make these gatherings consistently efficient, cost-effective, and memorable. The ideal candidate will be able to evaluate and negotiate with vendors, collaborate with the legal team in drafting service contracts, and manage communications with attendees, speakers, and client stakeholders. Above all, the event coordinator must be comfortable in a leadership role that demands a creative, business-driven mindset and lasting relationships with vendors.

Objectives of this role

  • Oversee the planning and execution of at least five 1,000-person events a year
  • Uphold the company’s mission and vision with every event
  • Own every aspect of an event, from venue choice to success metrics
  • Keep budgets and timelines under control at all times
  • Develop an actionable plan for fundraising and managing monthly cash flow
  • Comply with all national and local regulations


  • Develop a complete understanding of the requirements for every event
  • Research vendors and make selections based on their creativity, quality, and cost
  • Book venues, schedule guests, draft and finalize contracts, and lock down day-of logistics
  • Develop content for event materials and work with graphic designer to produce
  • Hire personnel as needed across all functions of an event (ex: registration, setup, catering, audio/visual)
  • Handle day-to-day administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution

Required skills and qualifications

  • Experience in event planning or event coordination in a corporate environment
  • Proven track record of creative, successful events
  • Experience working with colleagues in graphic design, sales, marketing, and communications
  • Excellent organizational, communication, negotiating, and multitasking skills
  • Ability to remain calm under pressure and maintain a customer-service mindset

Preferred skills and qualifications

  • Bachelor’s degree (or equivalent) in hospitality management or public relations
  • Established relationships with vendors
  • Experience in managing budgets and tracking expenses
  • Advanced knowledge of PowerPoint, Acrobat, and Excel
  • Proficiency with more than one language