Event Coordinator

Hoboken, NJ, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Exact $65.00

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

employee wellness program

Flexible spending account

Job Description

Our company is a dynamic organization located in East Hanover, NJ, dedicated to delivering exceptional event experiences that align with our clients' strategic objectives. We specialize in orchestrating a range of events, including internal meetings, leadership sessions, special events, and other high-visibility engagements, ensuring each occasion runs seamlessly and professionally. As a full-time and direct hire position, we offer an attractive salary range of $65,000 to $85,000, negotiable based on experience, highlighting our commitment to attracting top talent in the event management industry.

We are currently seeking an Event Operations Coordinator to join our team who will play a crucial role in supporting the planning and execution of these onsite events. The chosen candidate will act as a pivotal contact point for clients and internal stakeholders, overseeing event details from initiation through successful delivery. This role demands a keen organizational eye, strong communication capabilities, and the ability to manage various logistical elements efficiently. The coordinator will ensure that all meetings and events not only meet but exceed client expectations through meticulous coordination and proactive problem-solving.

The Event Operations Coordinator will be responsible for seamless client interactions, managing internal communications, troubleshooting operational challenges, and maintaining comprehensive documentation using tools such as ServiceNow, Outlook, and SharePoint. This role also requires managing components like room bookings, catering, security, transportation, audiovisual support, and production scheduling. The coordinator’s ability to juggle multiple priorities and maintain a consistent standard of excellence in a fast-paced corporate environment is essential.

Joining our team means becoming part of a vibrant culture focused on collaborative success and operational excellence. The Event Operations Coordinator will have the opportunity to work with senior leaders and cross-functional teams, contributing to impactful company events that foster engagement and corporate alignment. This position not only emphasizes the importance of client-facing excellence but also operational precision, making it an ideal fit for professionals who thrive in dynamic settings and value detailed project management.

Job Requirements

Bachelor's degree or equivalent experience in event management or related field
Minimum of 3 years of experience in event coordination or operations
Proficiency in Microsoft Outlook SharePoint and ServiceNow
Exceptional communication and interpersonal skills
Ability to manage multiple projects and deadlines
Strong organizational and multitasking abilities
Flexibility to work onsite in East Hanover NJ
Ability to work collaboratively with cross-functional teams
Detail-oriented with a commitment to delivering high-quality client experiences

Job Qualifications

Strong communication and organizational skills with a high level of professionalism and client service
Excellent attention to detail and ability to manage multiple priorities with accuracy and consistency
Comfortable communicating and coordinating with senior leaders and executive-level stakeholders
Experience supporting onsite meetings events hospitality operations workplace services or similar corporate event environments
Strong knowledge of Outlook SharePoint and ServiceNow
Experience managing multiple Outlook calendars and shared mailboxes
Ability to coordinate across multiple departments support teams and vendors
Strong problem-solving skills with the ability to troubleshoot and adapt quickly in a fast-paced environment
Experience maintaining documentation trackers and reporting with a strong focus on follow-through

Job Duties

Serve as a primary point of contact for clients for onsite meetings and events ensuring a responsive polished and high-quality experience from planning through completion
Communicate clearly and consistently with clients internal stakeholders senior leaders and support teams to confirm event goals requirements timelines and expectations
Provide day-to-day coordination troubleshooting and follow-up to ensure meetings and events are executed as planned
Support end users responsible for self-service meetings by providing guidance on process logistics and available services
Coordinate all operational aspects of onsite meetings and events including room bookings catering facilities support security campus travel transportation AV webcast virtual support and production needs including managing crew schedule assignments
Manage multiple event components and sub-services to ensure all services are delivered according to client requirements and timelines
Track project milestones timelines and priorities for meetings and events with time-sensitive deliverables
Participate in production review meetings and global coordination calls to ensure accurate communication readiness and alignment across teams
Maintain event records project documentation and planning materials in ServiceNow Outlook and SharePoint
Submit enter and track event details in the appropriate systems request forms and internal trackers according to process requirements
Provide backup support for room booking team coverage and related coordination when needed