Events Coordinator

Under general supervision, the Events Coordinator is responsible for supporting the planning, coordination, and execution of live, virtual, and hybrid events that enhance audience engagement, strengthen brand presence, and support the organization's business and community initiatives. This role manages event logistics, vendor coordination, attendee communications, sponsorship deliverables, and operational execution to ensure high-quality event experiences aligned with organizational goals.

Working closely with internal stakeholders across various departments and external partners, the Events Coordinator helps deliver events that showcase the organization's journalism, deepen audience relationships, and create revenue-generating opportunities.

Responsibilities:

• Execute end to end planning of all event formats( festivals, panel discussions, forums and internal company events) by managing logistical timelines and resource allocation to ensure successful and high quality delivery. Develop and maintain comprehensive production documentation including detailed project timelines, production schedules, run-of-shows, and event checklists to ensure successful execution.
• Coordinate all essential event logistics, including venue coordination, catering, registration management, audiovisual needs, speaker coordination, transportation, and dedicated on-site event support ensuring seamless operation.
• Assist in event setup, execution, troubleshooting, and post-event wrap-up activities.
• Maintain organized records and support contract administration, purchase requests, vendor communication payments, and invoice tracking in partnership with internal departments
• Coordinate and execute all formal communications to include follow up interactions with internal stakeholders, event participants, speakers, moderators, sponsors, and attendees.
• Support invitation management, attendee registration, confirmations, event reminders, and follow-up communications across various platforms including project management tools and ticketing systems.
• Partner with Marketing and Audience teams to support promotional efforts that drive attendance and engagement.
• Ensure all sponsorship and vendor deliverables(branding, signage, hospitality, activations) are executed accurately and on time to ensure obligations are fulfilled and align with event timelines and standards.Track event expenses, invoices, and budget activity to support financial accountability.
• Assist with post-event reporting, attendee metrics, feedback analysis, and operational debriefs in order to find efficiencies and ensure that events are consistently improving.
• Identify opportunities to improve event workflows, attendee experiences, and operational efficiency.
• Support implementation of event technology platforms, registration tools, and digital engagement solutions.
• Leverage emerging event technologies, including AI-enabled tools, to enhance event planning efficiency, attendee engagement, content creation, reporting, and operational execution where appropriate.
• Oversee the event inbox to deliver timely support for community questions and improve overall engagement with events and programs.
• Support events department with mailings, warehouse management and general organizational needs
• Other duties as assigned.

Requirements:

• Bachelor's degree in Event Management, Marketing, Communications, Hospitality, Public Relations, Business Administration, or a related field and 1+ years of hands on experience in event planning, event coordination, experiential marketing, hospitality, audience engagement OR 3+ years of hands on experience in event planning, event coordination, experiential marketing, hospitality, audience engagement
• Experience coordinating live, virtual, or hybrid events from planning through execution.
• Demonstrated experience with contract administrations, purchase request, invoicing and vendor communication payments
• Strong project management and organizational skills with the ability to manage multiple competing priorities.
• Exceptional attention to detail and follow-through.
• Strong interpersonal and communication skills with the ability to work effectively across internal teams and external partners.
• Ability to remain calm, adaptable, and solution-oriented in dynamic event environments.
• Proficiency with Google Workspace, event registration platforms, project management tools, and virtual event technologies.
• Experience supporting sponsored events, audience engagement programs, or revenue-generating event initiatives.
• Working knowledge of CRM systems, attendee management platforms, survey/reporting tools, or event marketing technologies.

Preferred Qualifications:

• Experience working in media, publishing, marketing, entertainment, or fast-paced client-facing environments preferred.
• Experience leveraging AI-enabled tools (e.g., generative AI, automation, or productivity tools) to support event planning, content development, attendee communications, workflow efficiency, reporting, or operational optimization preferred.