Event Coordination Specialist

Boston, MA, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $57,400.00 - $98,350.00

Work Schedule

Standard Hours

Flexible

Benefits

Medical

Dental

Vision

401(k)

FSA

Tuition Assistance

Paid parental leave

Job Description

Wolters Kluwer is a leading global information services company that provides expert solutions and services in the health, tax, finance, and legal sectors. Known for its commitment to innovation, accuracy, and reliability, Wolters Kluwer supports professionals with highly specialized information and software solutions that enhance productivity and decision-making. The company operates in various markets worldwide, delivering trusted content and advanced technology tools to help clients achieve their goals efficiently and confidently. Wolters Kluwer emphasizes a culture of integrity, diversity, and continuous learning, ensuring an engaging work environment that nurtures talent and fosters collaboration.

The role of Event Coordination Specialist at Wolters Kluwer is a dynamic and integral position within the event management team. This role focuses on supporting the planning and delivery of both internal and external company events, including trade shows and client-focused gatherings. The specialist will work closely with senior Event and Attendee Managers, gaining valuable insights into key business drivers, company processes, and stakeholder engagement. Under moderate guidance, the Event Coordination Specialist is responsible for managing administrative and logistical aspects such as vendor onboarding, contract processing, event registration setup, and on-site operations. This position offers the opportunity to lead smaller Tier 3 events while contributing to larger initiatives, requiring acute attention to detail and strong prioritization skills.

The job entails researching and recommending venues and vendors, coordinating logistics related to amenities, team-building activities, and off-site functions, and maintaining accuracy in attendee data and hotel rooming lists. With approximately 50 percent travel, this role demands flexibility and adaptability to navigate dynamic event environments. The Event Coordination Specialist also plays a crucial role in facilitating communication among internal teams, vendors, and event partners to ensure seamless event execution. Compensation for this position ranges from $57,400 to $98,350 annually and includes eligibility for a bonus. Wolters Kluwer offers competitive benefits such as medical, dental, vision plans, 401(k), tuition assistance, and paid parental leave, supporting a healthy work-life balance for employees.

This position adheres to a fair hiring process, encouraging candidates to participate honestly without AI or external prompts during interviews. The role may require onsite participation in recruitment activities at Wolters Kluwer offices, emphasizing the company’s commitment to authenticity and equal opportunity. Overall, the Event Coordination Specialist role is designed for motivated professionals with event planning experience looking to advance their careers in a supportive, innovative corporate environment.

Job Requirements

At least 5 years of experience in event planning or coordination
Proficient in event management and registration tools
Strong organizational and multitasking skills
Excellent communication abilities
Ability to travel up to 50 percent of the time
Detail-oriented with commitment to accuracy
Knowledge of budgeting and vendor coordination
Willingness to work in a fast-paced, dynamic environment
Ability to handle on-site event logistics
Familiarity with contract and payment processing

Job Qualifications

At least 5 years in event planning, event operations, or coordination roles
Proficient in event management, registration, and budgeting tools, particularly Cvent
Familiarity with workflows supporting internal and external events and trade shows, including contracting, payments, vendor coordination, and logistics
Strong ability to manage multiple tasks, timelines, and priorities simultaneously
Experience collaborating with vendors and internal teams for contracting and payment processes
Exceptional accuracy in managing registration data, attendee lists, rooming lists, and financial documentation
Excellent written and verbal communication skills
Basic knowledge of event budget tracking and reconciliation
Ability to navigate changing priorities and on-site needs in a dynamic event environment
CMP (Certified Meeting Professional) certification preferred but not mandatory
Willingness and ability to travel approximately 50 percent of the time

Job Duties

Collaborate with senior Event Managers to plan and execute internal and external events
provide additional support for trade shows as needed
Lead the planning of smaller Tier 3 events, overseeing logistics from initial planning through on-site execution
Research and source event venues, vendors, and gifts
prepare summaries and presentation materials for internal review
Coordinate administrative event functions including vendor onboarding, contract processing, and payment tracking following internal policies and timelines
Support event registration setup, attendee communication, and on-site registration utilizing event management platforms
Review and ensure accuracy of attendee manifests, registration data, and hotel rooming lists
Oversee event logistics such as transportation, shipping, setup, tear-down, and on-site operations
travel to events as required
Assist Event Managers and Attendee Managers with various phases of event planning, providing flexible and timely event support
Help track and report on event budgets, identifying any discrepancies or issues for escalation
Collect and organize feedback post-event and assist with reporting and evaluations
Facilitate communication between internal teams, vendors, and event partners to ensure seamless event execution