Event Coordinator (Part Time)

Columbus, OH, USA|Travel, Onsite

Job Overview

Employment Type

Part-time

Job Description

FlightSafety International is recognized globally as the premier professional aviation training company. Established as a leading supplier of flight simulators, visual systems, and displays, the company serves a diverse clientele spanning commercial airlines, government agencies, and military organizations. FlightSafety provides comprehensive training to pilots, technicians, and other aviation professionals from an extensive network covering 167 countries and independent territories. With operations across key locations including the United States, Canada, France, and the United Kingdom, FlightSafety manages the world’s largest fleet of advanced full-flight simulators. It is also renown for its award-winning maintenance training offered at various Learning Centers and specialized training locations.

The company’s commitment to safety, quality, and innovation has made it a trusted name in the aviation industry, continually advancing the capabilities of aviation professionals worldwide. FlightSafety International is an equal opportunity employer dedicated to fostering inclusive work environments, and it actively supports veterans and individuals with disabilities.

The Event Coordinator position at FlightSafety International is a part-time role designed to provide essential administrative and operational support to the FlightSafety Events Team. This role focuses on ensuring the smooth planning, documentation, and execution of smaller in-person events as well as select U.S. tradeshows. While primarily office-based, the role includes occasional travel to event sites to support onsite logistics such as event registration, vendor check-in, and basic booth setup. The ideal candidate must demonstrate strong organizational abilities, attention to detail, and the capacity to manage a high volume of events effectively. They will support the team by handling scheduling, preparing essential documents including budgets and timelines, tracking expenses, and coordinating with external vendors to facilitate seamless event operations.

Additionally, the Event Coordinator will assist with internal communications, project milestones, and payments related to event activities. Collaboration with the Marketing team to update promotional materials and event-related content will be a key component, feeding into cohesive and strategic presentations at events. Candidates should be adept at multitasking and maintaining workflow efficiency amid competing priorities. They will also participate in post-event activities including unpacking materials, organizing displays, and ensuring all event resources are restocked and documented accordingly. FlightSafety values a proactive and solution-oriented approach, expecting the Event Coordinator to anticipate team needs and provide reliable support under tight deadlines. This role is vital in supporting FlightSafety’s objective of delivering high-quality aviation training events that strengthen industry relationships and promote brand excellence.

Job Requirements

Bachelor’s degree
3+ years of experience in administrative support or event coordination
Proficient in Microsoft Office Suite
Strong organizational, communication, and prioritization skills
Experience tracking budgets and managing documents
Comfortable interacting with colleagues at all levels
Ability to travel occasionally
Ability to lift and/or move up to 50 pounds
Positive and solution-oriented attitude
Highly organized and detail-oriented
Experience supporting event logistics and administrative functions

Job Qualifications

Bachelor’s degree
3+ years of experience in administrative support or event coordination
Proficient in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint
Strong organizational, communication, and prioritization skills
Experience tracking budgets, managing documents, or supporting project workflows
Comfortable interacting with colleagues at all levels
Experience with Concur, Monday.com, or Smartsheet preferred but not required
Ability to demonstrate prior experience supporting or coordinating events, operations, or administrative functions
Highly organized, dependable, and detail-oriented with strong administrative and project coordination skills
Comfortable balancing multiple tasks, deadlines, and communication streams in a fast-paced environment
Positive, solution-oriented, and collaborative with internal teams and external partners

Job Duties

Provide day-to-day administrative support for the Events Team including scheduling, document preparation, expense tracking, and vendor coordination
Maintain accurate event files with organized documentation saved in shared department folders
Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews
Support coordination of event registrations, attendee lists, internal communications, and briefing documents
Assist with payment processing, contract management, and tracking project milestones
Support pre-event planning activities including reviewing exhibit kits, gathering requirements, and placing show orders
Coordinate shipments with warehouse and track inbound and outbound event materials
Assist with creating event recaps, feedback summaries, and follow-up reporting
Coordinate and set up smaller events
Work with Marketing team on event-related tasks including promotional materials, booth graphics updates, registration forms, and website/advertising content
Communicate with vendors, partners, and internal teams to support seamless planning
Travel to select events to support onsite coordination, registration management, vendor check-in, and basic setup or packing tasks
Assist with unpacking small materials, organizing displays, and providing general onsite support
Ensure event materials are returned, documented, and restocked post-event
Support additional administrative projects and department initiatives as assigned