Events Coordinator

General Summary:

The Events Coordinator manages event registration and supports logistics for national meetings and events, using Cvent for registration. This role requires strong organizational skills to handle both in-person and virtual events, providing backup support for Mission Training logistics.

Key Responsibilities:

• Manage event registration through Cvent, ensuring accuracy and identifying opportunities for improvement.
• Provide logistical support, including vendor coordination, and conflict resolution.
• Deliver high-level customer service to staff, volunteers, and event attendees.

Essential Job Functions:

Registration:

• Develops and maintains all Cvent events, including setup, configuration, and management of registration pages serving as the registrar for all national meetings and events, inclusive of virtual meetings. These duties may be shared with Events Team members, depending on workloads.
• Ensures registration and event detail accuracy by performing data cross-checks.
• Identifies new opportunities to utilize event management system to improve efficiency and attendee experience.
• Supports the event planning team including badge printing, attendee list formatting, on-site registration support, speaker housing coordination, staff travel and housing, material assembly.
• Produces registration related reports as needed including formatting attendee lists, demographics reports, and marketing reports.

Meeting Logistics/Event Planning/General Duties:

• Assists with event planning and execution, including setup of materials, meeting space, food service, and A/V equipment.
• Coordinates vendor services for travel, A/V, food service, and event logistics (e.g., facilities, catering, signage, security).
• Tracks expenses and resolves post-event invoice discrepancies as necessary.
• Supports virtual training and meetings as needed.
• Assists with event timelines, packing, and physical load-in/out.
• Cross-trains with team members and supports general office operations, including organizing files and maintaining work areas.

Travel:

• The position requires travel up to 15% of the time with participation in multiple national meetings and events (locally in Indianapolis and across multiple states). This includes supporting both virtual and in-person meetings, which may require extended periods of travel ranging from 7-12 days.

Knowledge, Skills and Abilities:

• Cvent Proficiency: Experience with Cvent event management, or a willingness to learn quickly.
• Logistical Expertise: Solid understanding of event planning, registration logistics, and housing management for large-scale events.
• Organizational Skills: Strong attention to detail with the ability to manage multiple projects and meet deadlines.
• Communication: Excellent verbal and written skills, able to engage effectively with staff, vendors, and volunteers.
• Adaptability: Calm under pressure, flexible, and able to adjust to shifting priorities in a fast-paced environment.
• Technical Skills: Proficient with Microsoft Office, video conferencing, and event management software.
• Detail-Oriented: Consistent attention to detail in all aspects of planning and execution.
• Physical Capability: Ability to lift and move objects weighing up to 50 pounds.
• Commitment: Strong dedication to supporting veterans and military families.

Education and Experience:

To be eligible for this position, candidates should meet one of the following criteria:

• Two years of work experience in events, hospitality, office management, or related or equivalent combination of education in a field where skills are transferrable to the hospitality industry.
• Education is equivalent of at least 2 years of post-high school study in a related field.
• Related work experience should demonstrate functional skills and abilities relevant to performing the duties of this position, and preferably in a non-profit organization.