Event Coordinator
Solar Landscape
full-time
Posted on:
Location Type: Hybrid
Location: Asbury Park • New Jersey • 🇺🇸 United States
Visit company websiteSalary
💰 $65,000 - $75,000 per year
Job Level
Junior
About the role
- Plan and execute national conferences, regional mid-market events, and internal team events, including all logistics with event hosts and vendors.
- Manage registration, travel, lodging, and virtual/on-site support for internal teams and clients before and during events.
- Handle all administrative aspects of event participation, including registration, shipping, and travel arrangements.
- Oversee setup and breakdown of event materials, ensuring everything is prepared and delivered on time.
- Collaborate with event organizers to finalize sponsorship opportunities and ensure all sponsorship benefits (signage, speaking opportunities, promotional materials) are maximized.
- Act as the support liaison for sponsorship coordination, ensuring smooth communication with sponsors and fulfillment of all benefits.
- Coordinate company-hosted events such as Giants suite tickets, summer concerts, and BD team celebrations.
- Secure event venues, setup catering, communicate with internal and external stakeholders, track RSVPs, and handle logistics to ensure smooth experiences for clients and internal teams.
- Maintain and optimize event and lead tracking in Microsoft Dynamics, ensuring data is accurate, organized and up to date.
- Collect and organize attendee lists in Microsoft Excel to provide pre-conference outreach support to the team.
- Support basic reporting needs for event performance and planning improvements, generating reports as necessary to track outcomes.
- Track event budgets and marketing inventory, including swag items, ensuring timely ordering and replenishment.
- Work closely with BD, marketing, and external vendors to ensure seamless event execution.
- Assist with dinner reservations, client communications, and other logistical support as needed.
Requirements
- Strong organizational and communication skills, with the ability to manage multiple conferences and tasks, collaborate effectively with event organizers and internal teams, and maintain attention to detail.
- Proficiency with Microsoft Excel, with strong skills in comparing and reconciling data across multiple lists or sources, plus tracking, reporting, and basic budget management
- Experience with CRM systems (e.g., Dynamics, Salesforce) or willingness to quickly learn for event and attendee tracking.
- Comfortable with tools like Outlook, Teams/Slack, calendar management, and basic project/task management platforms.
- Proactive and dependable, comfortable adapting to last-minute changes, anticipates needs, asks thoughtful questions, and follows through to ensure things run smoothly.
- Bachelor’s degree in Business, Hospitality, Communications, or a related field preferred (but not required if experience is strong).
- 1+ years of experience in event coordination, project coordination, administrative support, or hospitality/logistics roles.
Benefits
- Training / Professional development opportunities
- 401(k) with 4% company match
- Summer Fridays
- Flexible remote/hybrid work options
- Paid parental leave
- Team lunches, events, and stocked kitchens
- Modern, collaborative office spaces in Asbury Park, New York City, Boston, Chicago, and Baltimore
- Medical, dental, and vision coverage
- Company-paid life and long-term disability insurance
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
event coordinationbudget managementdata trackingreport generationlogistics managementsponsorship coordinationattendee trackingadministrative supportproject managementCRM systems
Soft skills
organizational skillscommunication skillscollaborationattention to detailproactivedependableadaptabilityproblem-solvingtime managementinterpersonal skills