Event Coordinator

New Orleans, LA, USA|

Job Overview

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Employee Discounts

flexible schedule

Job Description

The hiring organization is a professional event management company specializing in planning, coordinating, and executing a wide range of events including corporate meetings, receptions, weddings, fundraisers, and live performances. Known for its commitment to excellence and attention to detail, the company operates with a mission to deliver memorable and smoothly run events that exceed client expectations. As an experienced and respected player in the event industry, the company utilizes cutting-edge event management tools and collaborates closely with clients, vendors, and venue staff to ensure seamless service delivery at every stage of the event lifecycle. The workplace culture encourages teamwork, creativity, and continuous learning, making it an ideal environment for individuals passionate about event coordination and client service to grow their careers.

The role of the Event Coordinator is integral to the success of each event. This position involves supporting the full cycle of event planning, organizing logistics, liaising with clients and vendors, and ensuring the flawless execution of event details. The Event Coordinator must possess exceptional communication skills to effectively manage multiple stakeholders and anticipate client needs. Problem-solving abilities are crucial to quickly address and resolve any issues that may arise during events or planning phases. Attention to detail is mandatory to maintain accurate records, checklists, timelines, and floor plans that align with client objectives and venue regulations.

Beyond administrative tasks, this role also carries responsibility for on-site event operations, including supervising event activities, assisting guests and vendors, and enforcing safety standards. The Event Coordinator must be adept at juggling multiple priorities, managing event-day logistics, and delivering outstanding customer service. Proficiency with Microsoft Office suite, Google Workspace, project management software, and basic graphic design tools will enhance efficiency and contribute to successful marketing and communication efforts. This full-time position offers a dynamic, engaging work environment where the individual will contribute to an array of events that challenge their organizational expertise and interpersonal skills. Overall, the role is designed for someone who thrives in a fast-paced, collaborative setting and is dedicated to achieving excellence in event coordination.

Job Requirements

high school diploma or equivalent
prior experience in event coordination or a related field
excellent communication skills
strong organizational and multitasking abilities
proficiency in common office software and event management tools
ability to work under pressure and handle unexpected challenges
customer service orientation
attention to detail
flexibility to work irregular hours including evenings and weekends
physical ability to conduct on-site event inspections and support event setup and breakdown

Job Qualifications

proficient with word processing software such as Microsoft Word and Google Docs
skilled in spreadsheets including Microsoft Excel and Google Sheets
experienced with email and calendar tools like Outlook and Gmail
familiarity with basic graphics or layout software such as Canva, Adobe Photoshop, or InDesign is a plus
knowledge of event/venue management software including Tripleseat and Prismm
strong interpersonal and social skills with ability to adjust actions based on others' needs
excellent problem-solving skills, particularly in logistical and managerial aspects
effective delegation and communication skills for coordinating venue staff
solid system organization and time-management abilities
capable of prioritizing multiple events
thorough understanding of operational changes and their impact on event outcomes
experience in organizing staff, volunteers, and vendors during events
ability to prepare and efficiently use equipment, materials, and spaces

Job Duties

assist in planning and executing events including corporate meetings/receptions, weddings, fundraisers, and live performances
consult with clients to understand event objectives, requirements, and expectations
coordinate event logistics including schedules, load-ins/outs, room setups, decor, production AV, signage, and accessibility needs
arrange audio-visual equipment, staging, transportation, and other required event resources
work closely with venue staff to confirm details and ensure event specifications are met
inspect event spaces to ensure they meet customer requirements and safety standards
maintain accurate records of event details, changes, and communication
monitor event activities to ensure smooth operations and immediate resolution of issues
assist guests, clients, performers, presenters, and vendors with event-day needs
provide excellent on-site customer service and represent the venue professionally
ensure compliance with venue rules, safety procedures, and relevant regulations
serve as a primary point of contact for clients before and during events
communicate event details and updates to internal departments and supervisors
establish and maintain positive working relationships with clients, vendors, and colleagues
address concerns or questions from clients and guests promptly and courteously
create event documents such as timelines, setup sheets, checklists, and floor plans
assist with marketing materials, social media posts, and event-related communication when needed
use project management systems, email, spreadsheets, and calendar software to organize event information
interact with databases, scheduling software, and standard office applications