Events Coordinator in Memphis, TN at Vaco

Date Posted: 8/26/2019

Job Snapshot

Job Description

Our downtown client is seeking an Events Coordinator for their growing team! The Events Coordinator is responsible for planning, coordinating and managing Global events including Global Experiences, Workshops, Conferences and other department events as needed.

1. Plan, coordinate and manage the foundation events to include travel and lodging arrangements for international guests.

2. Plan and manage logistics; selection of and coordination with all vendors and partners, room reservations, meals, attendee lists, event programs/materials.

3. Necessary event set-up and breakdown.

4. Identify and resolve problems throughout the planning and day of events.

5. Evaluates event deliverables to ensure the global program event offerings are relevant and implementable by foundation partners and modifies as needed.

6. Collect and review attendee information; travel documents, attendee bio, dietary restrictions, etc.

7. Develop and send invitations and event-related communications to attendees, event facilitators and other individuals as needed.

8. Maintain planning documents for the Global team; flight tracker, hotel confirmations, agendas, budgets, etc.

9. Host attendees; manage movement on campus and plan off-campus activities to include arranging for ground transportation, group tours, etc.

10. Determine and facilitate the Global event attendee needs - dietary restrictions, accessibility, and translation solutions.

11. Procure and provide gifts for attendees.

12. Maintain a real-time list for event improvement and follow-up items.


Knowledge of event planning and coordination. The person in this role will plan, coordinate, execute and report on several events throughout the year. High levels of expertise in resourcefulness, organizational savvy and project management. Must possess a passion for working with a collaborative Global team in a fast-paced environment. Excellent written, oral and presentation skills and experience with the use of various audio/visual multimedia and learning tools. Strong organization and time management skills and an ability to engage and motivate others Proficiency in Microsoft Office Suite of products and use of PowerPoint specifically. Possession of excellent diplomatic skills. High school diploma plus 2-3 years of event planning or marketing experience. Must possess a valid driver's license.