Event Coordinator

HW Media

Event Coordinator collaborating with Senior Events Manager in planning high-end events and dinners for executives. Ensuring logistics and a polished experience for attendees and sponsors.

Posted 6/5/2026full-timeDallas • Texas • 🇺🇸 United StatesJunior💰 $55,000 - $65,000 per yearWebsite

About the role

Key responsibilities & impact

Assist the Senior Events Manager with end-to-end planning and execution of our annual event, The Gathering, and all one-day summits in Dallas.
Coordinate with external vendors (AV, F&B, décor, rentals, etc.) on proposals, timelines, and on-site delivery.
Support development of event run-of-show, production schedules, and staffing plans.
Assist with registration processes, attendee communications, and on-site check-in.
Source, evaluate, and secure venues for Engage Local dinners.
Manage invitation lists and RSVPs; track attendance and ensure accurate guest information.
Draft and send event communications (invitations, confirmations, reminders, and follow-up).
Oversee on-site execution, including vendor coordination, guest check-in, timing of program, and real-time problem-solving, to ensure a flawless and high-end attendee and sponsor experience.

Requirements

What you’ll need

1–2 years of professional experience in event coordination, event planning, marketing, or related role
Experience working with venues and vendors (AV, catering, hotels, restaurants, etc.)
Strong project management and organizational skills with close attention to detail
Comfortable working on multiple events and timelines simultaneously
Excellent written and verbal communication skills; professional and confident in executive-facing situations
Ability and willingness to travel approximately once per month for Engage Local dinners and be on your feet for extended periods during events
Proficient with basic office tools (Google Workspace or Microsoft Office)
Experience with event or CRM tools is a plus.

Benefits

Comp & perks

401(k) with employer match
Comprehensive benefits package including health, dental, vision, and ancillary insurance options
Unlimited PTO + Paid Parental Leave
Hybrid work model

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

event coordinationevent planningproject managementvendor managementregistration processesattendee communicationsevent communicationsvenue sourcingproblem-solvingtiming of program

Soft Skills

organizational skillsattention to detailmulti-taskingwritten communicationverbal communicationprofessionalismconfidence in executive-facing situationsadaptabilityteam collaborationcustomer service