Special Events Coordinator

Position Mission

The Special Events Coordinator will help plan and execute events that support regional and corporate strategies.

Qualifications

• 2-years of experience with event planning and coordinating large complex events.
• Must be dependable with respect to attendance and punctuality, reliable, detail-oriented, able to multi-task, high energy, and must possess strong technology skills with standard software, including Microsoft Word, Excel and Power Point (other program or computer technical skills a plus)
• Excellent written and interpersonal and oral communication skills.
• Ability to complete multiple tasks with established deadlines.
• Must be able to utilize independent judgement.
• Must take pride in providing high quality, detailed work.
• Must be able to stay calm under pressure and provide excellent customer service.
• Ability to follow detailed directions.
• Must be available to commit to working 16-hour days during assigned events.
• Must be able to travel and have a valid driver’s license.
• Team player with a positive attitude and desire to make a difference.
• Excellent communication and listening skills.
• Must be able to maintain confidentiality.

Responsibilities

Corporate Event and Conference Planning

• Assists with the execution of meetings both live and virtual, conferences and special events for the company that are directly assigned to the Events Management unit.
• Manages with detail and executes the day today tasks associated with each event from setup to breakdown including: set up, collateral materials, vendor coordination, registration, audio visual, transportation and gifts.
• Assists with ensuring that all event related contracts are within legal department guidelines and in the company’s best interests.
• Assists with collecting and calculating post event feedback from event attendees via surveys.
• Manages the Event Managements Unit inventory and responsible for providing inventory tracking and ordering inventory.
• Researches event venues as directed.
• Assists with the logistics of exhibit space for national conferences and regional tradeshows.
• Create event collateral, including: confirmation folders and meeting folders.
• Coordinate event logistics with venues, vendors, internal staff, external partners and stakeholders.
• Provide event support and event resources for internal departments.

General Administrative Support

• Maintains the event schedule for the Meetings Management Unit.
• Provides administrative support, responsible for the administrative tasks associated with each event.
• Data entry and detailed logging of event meetings including taking and maintaining meeting minutes.
• Organizes and maintains office and electronic files and the Events Management space on TDC Connect.
• Generates reports, lists and spreadsheets with efficiency.
• Ongoing meeting setup including meeting scheduling and video conferencing.
• Assists in coordinating / scheduling department events.
• Attends meetings as requested. Records and produces meeting minutes.
• Assures appropriate materials are received and distributed for meetings and department events.
• Maintains availability and organization of key documents, presentations, and materials related to the Events Management Unit.

Financial Management

• Assists with budget tracking.
• Supports budget reconciliation and planning.
• Responsible for processing invoices.
• Adheres to annual budget when submitting payment requests and tracks payment requests.

Customer Service

• Maintain professional and effective working relationships with employees at all levels of the organization.
• Maintain professional and effective relationships with vendors and external customers.
• Collaborate and work cross-functionally with various departments within the organization.
• Represent the organization positively with high level of professionalism and customer service at all events.
• Resolves complaints within scope of authority, otherwise refers the matter to upper management.

Tradeshow and Conference Planning

• Administers contracts for conferences assigned to the Events Management team.
• Works with headquarters and regions to determine staffing at conferences.
• Manages logistics of exhibit space for conferences, booth setup process and materials.

Learning, Development & Compliance

• Maintain full compliance with all organizational policies, procedures, and established standards (e.g. accurately recording time worked, Submitting PTO, mandatory corporate training)
• Keep technical knowledge and skills current to effectively support department priorities.
• Complete all performance and development activities including the performance review process in a timely manner.
• Fulfill all required training and development obligations to maintain essential skills and credentials.
• Complete all mandatory compliance courses on time, meeting corporate training standards.
• Pursue additional learning opportunities that strengthen professional capabilities and contribute to team and organizational performance, with prior manager approval.

Other Duties as Assigned

• Support enterprise and departmental objectives by taking on assigned projects and delegated tasks with accountability, attention to detail, and timely execution.
• Identify and implement process improvements that enhance business efficiency and strengthen organizational effectiveness.
• Proactively provide regular updates to leadership on project status, deliverables, and outcomes.
• Maintain flexibility and agility to take on additional responsibilities as organizational needs evolve.

Salary Range: $50,291 - 69,654

This position is eligible for participation in the Company's Short-Term Incentive Plan (STIP), offering additional compensation driven by individual and company performance.