Job Overview
Employment Type
Part-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Paid Time Off
Retirement Plan
Paid holidays
Professional development opportunities
Flexible work schedule
Employee assistance program
Job Description
FlightSafety International is widely recognized as the premier professional aviation training company globally. It serves as a vital supplier of flight simulators, visual systems, and displays to commercial, government, and military organizations worldwide. With a presence in 167 countries and independent territories, FlightSafety International trains a diverse range of aviation professionals including pilots, technicians, and other key personnel. The company operates the world's largest fleet of advanced full-flight simulators and offers award-winning maintenance training at its Learning Centers and other training locations across the United States, Canada, France, and the United Kingdom.
As a leader in aviation training, FlightSafety International is committed to delivering the highest quality instruction and operational support to ensure safety and proficiency in the skies. The company’s extensive training programs and advanced technology create a critical foundation for aviation professionals to excel in their careers. Its global footprint and reputation for excellence make it an exceptional place to contribute and grow within the aviation industry.
The Event Coordinator role at FlightSafety International is a part-time position designed to provide essential administrative and operational support to the Events Team. This position ensures the smooth planning, documentation, and execution of various small in-person events and selected U.S. tradeshows. Though primarily an administrative and office-based role, it involves occasional travel to support onsite logistics, event registration, and basic booth setup duties. This hybrid responsibility not only requires strong organizational skills but also adaptability and the ability to manage hands-on tasks during travel.
The successful candidate will be the backbone of the Events Team’s operations, handling everything from scheduling, preparing documents, tracking expenses, and coordinating vendors, to managing event registrations and assisting with payment processing and contract management. This role also supports pre-event planning, logistics coordination with the warehouse for shipment tracking, and post-event follow-ups, including recaps and feedback summaries.
Additionally, the Event Coordinator collaborates with FlightSafety’s Marketing team to assist with promotional activities such as updating booth graphics, managing registration forms, and contributing to website and advertising content. The role requires professional communication with vendors, partners, and internal teams for seamless event preparation and execution.
Onsite responsibilities include travel to events to manage registrations, vendor check-ins, and basic event setups or pack-ups. The position demands a detail-oriented professional comfortable with lifting and moving event materials, organizing displays, and ensuring materials are properly returned and restocked after events.
This role is ideal for someone with a bachelor’s degree and at least three years of experience in administrative support or event coordination, preferably within a global marketing environment. Proficiency in Microsoft Office and the ability to multitask in a fast-paced setting are critical. Experience with project management tools such as Concur, Monday.com, or Smartsheet is preferred but not mandatory.
FlightSafety International prides itself on being an Equal Opportunity Employer, actively welcoming candidates from diverse backgrounds, and is committed to providing an inclusive workforce that respects and values every individual. The company emphasizes positive, solution-oriented teamwork with both internal and external partners, fostering a collaborative environment that supports success at every level.
The Event Coordinator position provides an exciting opportunity to join a world leader in aviation training, where your organizational skills and event coordination expertise can directly contribute to the company’s mission of enhancing aviation safety and professionalism globally. This part-time role offers a balance of administrative challenges and active logistics involvement, making it a unique and fulfilling career opportunity for the right candidate.
As a leader in aviation training, FlightSafety International is committed to delivering the highest quality instruction and operational support to ensure safety and proficiency in the skies. The company’s extensive training programs and advanced technology create a critical foundation for aviation professionals to excel in their careers. Its global footprint and reputation for excellence make it an exceptional place to contribute and grow within the aviation industry.
The Event Coordinator role at FlightSafety International is a part-time position designed to provide essential administrative and operational support to the Events Team. This position ensures the smooth planning, documentation, and execution of various small in-person events and selected U.S. tradeshows. Though primarily an administrative and office-based role, it involves occasional travel to support onsite logistics, event registration, and basic booth setup duties. This hybrid responsibility not only requires strong organizational skills but also adaptability and the ability to manage hands-on tasks during travel.
The successful candidate will be the backbone of the Events Team’s operations, handling everything from scheduling, preparing documents, tracking expenses, and coordinating vendors, to managing event registrations and assisting with payment processing and contract management. This role also supports pre-event planning, logistics coordination with the warehouse for shipment tracking, and post-event follow-ups, including recaps and feedback summaries.
Additionally, the Event Coordinator collaborates with FlightSafety’s Marketing team to assist with promotional activities such as updating booth graphics, managing registration forms, and contributing to website and advertising content. The role requires professional communication with vendors, partners, and internal teams for seamless event preparation and execution.
Onsite responsibilities include travel to events to manage registrations, vendor check-ins, and basic event setups or pack-ups. The position demands a detail-oriented professional comfortable with lifting and moving event materials, organizing displays, and ensuring materials are properly returned and restocked after events.
This role is ideal for someone with a bachelor’s degree and at least three years of experience in administrative support or event coordination, preferably within a global marketing environment. Proficiency in Microsoft Office and the ability to multitask in a fast-paced setting are critical. Experience with project management tools such as Concur, Monday.com, or Smartsheet is preferred but not mandatory.
FlightSafety International prides itself on being an Equal Opportunity Employer, actively welcoming candidates from diverse backgrounds, and is committed to providing an inclusive workforce that respects and values every individual. The company emphasizes positive, solution-oriented teamwork with both internal and external partners, fostering a collaborative environment that supports success at every level.
The Event Coordinator position provides an exciting opportunity to join a world leader in aviation training, where your organizational skills and event coordination expertise can directly contribute to the company’s mission of enhancing aviation safety and professionalism globally. This part-time role offers a balance of administrative challenges and active logistics involvement, making it a unique and fulfilling career opportunity for the right candidate.
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, managing documents, or supporting project workflows
- Comfortable interacting with colleagues at all levels
- Ability to lift and/or move up to 50 pounds occasionally
- Willingness to travel occasionally
- Positive attitude and strong problem-solving skills
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
- Demonstrated experience supporting or coordinating events, operations, or administrative functions through examples of planning documents, processes, or logistics management
- Highly organized, dependable, and detail-oriented
- Ability to balance 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 and ensure all documentation is organized and saved in the appropriate shared department folders
- Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews
- Support the coordination of event registrations, attendee lists, internal communications, and briefing documents
- Assist with processing payments, managing contracts, and tracking project milestones
- Support the Events Team and internal stakeholders with pre-event planning including reviewing exhibit kits, gathering requirements, and placing show orders
- Coordinate shipments with the DFS warehouse and track all inbound and outbound event materials
- Assist with creating event recaps, feedback summaries, and follow-up reporting
- Coordinate and set up smaller events
- Work with the Marketing team on event-related tasks such as promotional materials, booth graphics updates, registration forms, and website/advertising content
- Communicate professionally 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 event setup or packing tasks
- Assist with unpacking small materials, organizing displays, and providing general onsite support as needed
- Ensure event materials are returned, documented, and restocked post-event appropriately
- Support additional administrative projects and department initiatives as assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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