Event Coordinator

The Role We are seeking an Event Coordinator who enjoys organizing memorable and impactful events to join our team. This role is ideal for someone who thrives in a dynamic environment and is passionate about delivering seamless experiences for marketing events designed to build our brand and grow business through client and prospect engagement. Events include captive member experiences (including international business and leisure programs), content-driven client and prospect events, networking functions, annual seminars, summits and workshops, recognition ceremonies, and employee events. This role will also have a particular focus on association and trade show planning and management, while also supporting our broader event portfolio. What You'll Do Venue and Service Negotiation : Research and secure venues that align with event needs, budget, and attendee count. Negotiate contracts with hotels, transportation providers, and other vendors. Event Communication : Develop and distribute invitations, schedules, and reminders via email, newsletters, or event apps. Manage event websites for registration and information access. Event Coordination : Plan and execute logistics including catering, room setup, AV requirements, signage, and security. Ensure all elements are in place for a smooth event. Budget Management : Build and maintain event budgets, track expenses, process invoices, and ensure financial accountability. Event Support : Serve as the on-site liaison during events, resolving issues in real-time and ensuring client satisfaction through proactive support and coordination. Association and Trade Show Management: Plan, execute, and improve our involvement in industry associations and trade shows including sponsorship coordination, speaking opportunity management, exhibition planning, and booth operations to maximize our presence and ROI. What You'll Need Bachelor’s Degree or equivalent relevant experience Strong interest in events or some experience preferred Strong organizational and multitasking skills Excellent communication and negotiation abilities Budget management experience Ability to work collaboratively and independently across teams Willingness and ability to travel independently to safe international locations and be on-site for events regionally and internationally (approximately 10-20 events per year with about 1/4 being international, including some weekends and overnights) The Day-to-Day Collaborate with the Senior Event Manager and Event Team on planning and execution Communicate with vendors and venues to finalize logistics Monitor registration and respond to attendee inquiries Prepare detailed event orders and schedules Attend planning meetings and provide updates on progress Be present at events to manage operations and troubleshoot as needed Your Impact Your work will directly contribute to the success of high-profile events that support our clients’ goals and enhance their experience. By ensuring every detail is thoughtfully planned and executed, you’ll help build lasting impressions and strong relationships. Who You'll Work With You’ll be part of a collaborative and supportive Event Team, working closely with the Senior Event Manager, internal stakeholders, corporate marketing team, external vendors, and venue staff. Your role will be central to ensuring alignment and excellence across all aspects of event planning and execution. Pay & Benefits Salary – Flexible based on your experience level. Most Benefits start Day 1 Medical, Dental, Vision Insurance Flex Spending or HSA 401(k) with company match Profit-Sharing/ Defined Contribution (1-year waiting period) PTO/ Paid Holidays Company-paid ST and LT Disability Maternity Leave/ Parental Leave Subsidized Parking Company-paid Term Life/ Accidental Death Insurance About Cottingham & Butler: At Cottingham & Butler, we sell a promise to help our clients through life’s toughest moments. To deliver on that promise, we aim to hire, train, and grow the best professionals in the industry. We look for people with an insatiable desire to succeed, are committed to growing, and thrive on challenges. Our culture is guided by the theme of “better every day” constantly pushing ourselves to be better than yesterday – that’s who we are and what we believe in. As an organization, we are tremendously optimistic about the future and have incredibly high expectations for our people and our performance. Our ability to grow as a company, fuels investments in new resources to better serve our clients and provide the amazing career opportunities our employees want and deserve. This is why we are a growth company and why we are committed to being better every day. Want to learn more? Follow us on www.CottinghamButler.com | LinkedIn | Facebook

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