Job Summary:
The Part-Time Event Coordinator, working under the HL! Event Services Manager, will be responsible for assisting in the planning, coordination, and execution of assigned events from conception to completion. This includes managing event logistics, coordinating with vendors, and providing on-site support to ensure all events run smoothly and successfully. The ideal candidate is professional, highly organized, creative, and capable of juggling multiple priorities in a fast-paced environment while working cross-functionally with all HL! Departments.

Responsibilities:
Event preparation: Assist in planning event details, including developing event concepts, creating timelines, booking venues, and coordinating catering and audiovisual services.

• Logistics coordination: Manage and track event materials, signage, and giveaways, and handle communication with speakers or participants.
• On-site execution: Oversee day-of event operations, including setup, registration, and teardown. Act as a point of contact for staff, vendors, and attendees to resolve any issues.
• Administrative tasks: Handle event-related invoices, process payments, and maintain accurate records of event activities.
• Post-event evaluation: Conduct post-event evaluations to collect feedback and assess successful metrics to identify areas for improvement.
• Other duties may include:
  • Represent HL! at fairs, expos, meetings, conferences and networking events.
  • Conduct market research and database analysis.
  • Attend staff meetings and work with HL! Staff on organizational initiatives.
  • Other duties as assigned.

Skills Required: Key to success in this job is:

• Proven experience as an event coordinator, event assistant, or similar role.
• Excellent communication and interpersonal skills; Adept at conflict management.
• Exceptional customer-service skills; Highly proficient in building long-term relationships with clients, vendors, and team members.
• Strong organizational and time-management skills, with keen attention to detail.
• Strong project management skills with proven ability to direct others to accomplish tasks.
• Knowledge of protocol for all event categories including:
  • Corporate Meetings
  • Non-Profit Events
  • Weddings
  • Front of House Theater Operations
• Creative problem-solving ability and grace under pressure.
• Ability to work independently and manage multiple tasks and deadlines effectively.

Minimum Qualifications

• A high school diploma or GED, with 5 years+ previous event-planning experience.
• Experience and/or strong knowledge of hospitality, public relations, or marketing preferred.
• Experience managing virtual or hybrid events desired.
• Proficiency in Microsoft TEAMS, Microsoft Office Suite (Word, Excel, PowerPoint) is required.

Hendricks Live! strives to create a welcoming and inclusive workplace. We will not tolerate unprofessional or discriminatory behavior of any kind.

Please send resume and cover letter to careers@hendrickslive.org