Event and Project Coordinator

Description

Job Summary:

Supports day-to-day project coordination for the Marketing and Communications team while assisting with event planning and execution across Sales, Marketing, and Client Services functions. This position helps keep marketing initiatives on track while supporting internal and client-facing events and ensuring strong communication and follow-through across teams to deliver successful outcomes and maintain organizational brand standards. Works collaboratively with cross-functional teams to coordinate campaigns, content, collateral, digital initiatives, and events while maintaining organized documentation and ensuring deliverables align with brand standards and deadlines.

Supervisory/Functional Leadership Responsibilities:

• Foster high-performing and supportive team environment.

Essential Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Impact Team Project Support and Coordination

• Assist in coordinating projects including campaigns, content, collateral, and digital initiatives for the Impact Team (Sales, Customer Success, and Marketing Teams with primary focus on Marketing functions)
• Help build and maintain project timelines, task lists, and status updates while managing deadlines with project stakeholders
• Support cross-functional collaboration by scheduling meetings, tracking action items, and following up on deliverables
• Maintain organized documentation, files, and project resources to ensure team accessibility and project continuity
• Ensure deliverables align with brand standards and deadlines to maintain quality and consistency
• Provide general administrative and coordination support to facilitate smooth project execution

Events Coordination and Logistics Management

• Assist in planning and executing internal and external events such as client events, conferences, sales meetings, and webinars
• Support event logistics including calendars, vendor coordination, guest lists, materials preparation, and on-site needs management
• Help manage event communications, invitations, registrations, and follow-up materials to ensure positive attendee experience
• Coordinate with Sales, Marketing, and Client Services teams to support seamless and positive event experiences
• Fulfill coordination for marketing and promotional materials to support conference participation and internal branding needs
• Assist with tracking event outcomes and gathering feedback for continuous improvement of future events

Other duties:

• Performs other related duties as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

Required Skills/Abilities: 

Organizational and Time Management Excellence

• Strong organizational and time management skills with exceptional attention to detail
• Ability to manage multiple tasks and deadlines in fast-paced environment while maintaining quality standards
• Highly organized and dependable with proactive and detail-oriented approach to work
• Ability to prioritize effectively and adjust to changing priorities as needed

Communication and Collaboration Capabilities

• Clear written and verbal communication skills for effective stakeholder engagement
• Strong personal communication skills with collaborative spirit and team-oriented mindset
• Comfortable asking questions and taking feedback to support continuous learning and improvement
• Service mindset with enthusiasm for contributing to mission-driven organization

Technical and Professional Proficiency

• Comfort working with all Microsoft Office programs for document creation and data management
• Basic familiarity with project management or task tracking tools (e.g., Asana, Monday.com, Trello, or similar) preferred
• Basic familiarity with CRM tools (e.g., HubSpot, Microsoft Dynamics, or similar) preferred
• Curiosity and willingness to explore Copilot AI tools to enhance event management and project efficiency

Professional Development and Learning Orientation

• Positive, collaborative attitude with strong willingness to learn and grow professionally
• Interest in marketing operations, events, or cross-functional team collaboration
• Agility to learn HubSpot functionality and reporting capabilities
• Exposure to marketing, communications, or event coordination through internships or part-time roles preferred

Education and Experience:

• 2-4 years of relevant experience in marketing, communications, events, or project coordination 
• Internships, co-ops, or entry-level roles in related fields welcomed and valued 
• Experience supporting project coordination or event planning preferred 
• Background in marketing, communications, or event management through academic or professional experience 
• Demonstrated ability to manage multiple priorities and deliver results in collaborative team environment

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer.
• Client-facing interactions both virtual and in-person. 
• Ability to travel to client engagement sessions/conferences. 
• Must be able to lift to 10 pounds at times. 

Work Environment: 

• Office environment 
• Hybrid schedule- Monday and Fridays are remote; we are in the office Tuesday- Thursday.
• Business casual office environment with computer workstation and standard office equipment 
• Controlled indoor climate with standard office lighting and noise levels.
• Access to reliable internet connection for remote workdays 

Travel Required: 

• Ability to travel nationally 5-15% for select client engagements or conferences