Senior Event Coordinator

Indianapolis, IN, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $19.00 - $27.50

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Vision Insurance

401(k) Plan

Paid volunteer days

Paid vacation

inclusive work environment

Job Description

The National Association of Mutual Insurance Companies (NAMIC) is a prominent trade association dedicated to serving the interests of mutual insurance companies across the United States. NABIC plays a pivotal role in advocating for mutual insurers through legislative and regulatory activism, providing educational resources, and hosting various events that foster networking and professional development. NAMIC prides itself on being one of the best places to work, offering a vibrant and inclusive work environment that champions diversity and equal opportunity. Their commitment to members and staff alike is evident through their comprehensive benefits package and support for professional growth opportunities.

NAMIC is currently seeking a Senior Event Coordinator to join their Events, Education & Association Services Department. This full-time role focuses on supporting the event team in planning and executing meetings, seminars, virtual educational programs, and related events. The Senior Event Coordinator is essential in coordinating sponsorship fulfillment and meeting logistics to ensure the smooth delivery of all event aspects. The individual will collaborate closely with meeting planners, sponsors, vendors, and internal teams to manage the complex details of events from inception through completion.

The position involves a wide range of responsibilities including onsite coordination of meetings and sponsorships, assisting with marketing and social media efforts for events, researching and recommending event-specific needs such as activities, entertainment, and décor within budgetary constraints, and maintaining comprehensive business records related to events. Additionally, the Senior Event Coordinator helps develop and update project timelines, handles sponsorship communications and fulfillment, and provides exceptional customer service to members and attendees. A significant portion of the role is dedicated to supporting virtual and in-person events, including certification programs, thereby requiring proficiency in digital tools and effective multitasking skills.

NAMIC values candidates who bring a blend of experience in event coordination, strong organizational aptitude, and excellent communication skills. The role offers excellent opportunities for professional development within a supportive team environment. Furthermore, NAMIC encourages creativity and innovation in managing event logistics and sponsorship engagement to enhance member satisfaction and strengthen relationships with external partners.

The compensation for this full-time position is competitive, complemented by an attractive benefits package that includes group medical, dental, and vision insurance; a matched 401(k) plan; paid volunteer days; and generous paid vacation, among others. The organization emphasizes punctuality, positive attendance, and teamwork, aiming to cultivate a workplace where every employee can thrive and contribute meaningfully. Overall, this opportunity is ideal for a proactive, detail-oriented individual eager to contribute to a respected trade association while enjoying a fulfilling and career-enhancing role in event coordination.

Job Requirements

Bachelor's degree in a related field or equivalent experience preferred
event coordination or sponsorship experience
proficient use of PC including database management and Microsoft Office functions
availability for occasional travel to be on-site for events
ability to successfully pass a criminal background and motor vehicle record check

Job Qualifications

Bachelor's degree in a related field or equivalent experience preferred
event coordination or sponsorship experience is a plus
proficient use of PC including database management and Microsoft Office functions
ability to successfully pass a criminal background and motor vehicle record check
availability for occasional travel to be on-site for events

Job Duties

Assists in the coordination of meeting and sponsorship details on-site at events
supports and coordinates marketing and social media efforts for in-person and virtual events including drafting and proofing of copy and maintaining tracking worksheets
researches and proposes event-specific needs such as event activities, vendors, décor, and entertainment within budget
supports meeting planners in coordination of meeting planning details including speaker coordination, presentation material coordination, optional activity coordination, preparation of meeting specifications and hotel room lists
maintains business records and history for events including meeting space needs, food and beverage expenditures, budget, and satisfaction ratings
works with member company committee representatives or programming leaders to determine presentation topics and speakers and manages efforts to secure event details
assists meeting planners with developing and updating event project timelines
conducts fulfillment of sponsorship details including requesting logos, mailing attendee lists, ordering sponsored gift items, and developing sponsorship signage
coordinates communications relating to event sponsorships
provides customer service support including responding promptly to e-mails and phone calls
maintains sponsorship, advertiser, and exhibitor databases
supports all aspects of the Education and Events office operations including filing systems and workspace maintenance
provides vacation and out of office coverage for the events team
builds and maintains positive working relationships with management, staff members, and external contacts
arrives at work on time and maintains a positive attendance record
performs any other duties and projects as assigned