Event Coordination Specialist

Indianapolis, IN, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $57,400.00 - $98,350.00

Work Schedule

Flexible

Benefits

Medical insurance

Dental Insurance

Vision Insurance

401(k) Plan

Tuition Assistance

Paid parental leave

Paid Time Off

Job Description

Wolters Kluwer is a global leader in providing professional information, software solutions, and services that empower customers in various sectors including healthcare, tax, finance, and legal industries. Founded more than a century ago, Wolters Kluwer has consistently demonstrated a commitment to innovation and customer-centric solutions that enhance productivity, compliance, and business outcomes across the globe. The company operates in over 40 countries with a diverse workforce dedicated to excellence and sustainability. Known for fostering a culture of learning, equality, and advancement, Wolters Kluwer offers employees vast opportunities for professional growth and development. The organization is committed to creating an inclusive work environment where every voice is valued, and creativity is encouraged to meet evolving market needs. The company provides comprehensive benefits such as medical, dental, vision plans, 401(k), tuition assistance, paid parental leave, and paid time off, supporting employees' overall well-being and work-life balance.

The Event Coordination Specialist role at Wolters Kluwer is a dynamic and integral position responsible for assisting with the planning, coordination, and execution of both internal and external company events including trade shows, corporate meetings, team-building activities, and client-focused gatherings. This role primarily focuses on operational and logistical support to ensure seamless event delivery that aligns with the company’s standards and strategic objectives. Under moderate guidance of senior Event and Attendee Managers, the specialist will manage administrative components such as vendor onboarding, contract processing, event registration, and payment tracking, further developing expertise in event workflows and stakeholder communication. The position involves regular travel, approximately 50 percent of the time, requiring adaptability and strong prioritization skills to effectively manage multiple events across various locations. Leading smaller Tier 3 events as the primary planner while supporting larger initiatives provides opportunities for significant professional growth in event coordination and project management within a structured corporate environment. The successful candidate will contribute to enhancing the attendee experience through meticulous attention to detail and proactive coordination of logistics including transportation, shipping, setup, and tear-down. This role also includes responsibilities for budget tracking, post-event feedback collection, and reporting, fostering ongoing improvements and operational accuracy. Competitive salary compensation ranging from $57,400 to $98,350 USD is complemented by eligibility for bonuses and a comprehensive benefits package. Candidates are expected to participate authentically in the recruitment process, emphasizing genuine skills and experience without assistance from AI tools, to join a diverse and inclusive team committed to excellence and equality.

Job Requirements

At least high school diploma or equivalent
minimum of 5 years experience in event planning or coordination
proficiency with event management software such as Cvent
strong organizational and multitasking skills
excellent communication skills both written and verbal
ability to work under moderate supervision and take initiative
flexibility to travel approximately 50 percent of the time
attention to detail in managing contracts, vendor relations, and data accuracy
basic understanding of budget tracking and event financial processes

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 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