What are the responsibilities and job description for the Event Coordinator position at Kimley-Horn?
Overview
Kimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” is looking for an Event Coordinator to join the corporate team in our Raleigh, NC location.
This role involves event planning and execution for a variety of complex and concurrent training events and maintaining and expanding the firm’s continuing education accreditation. The ideal candidate will have excellent customer and project management skills with an emphasis on aligning event logistics with clear results-focused execution, as well as the ability to identify efficiencies and improvements to the events strategy. They are skilled at producing high quality in-person events while working in a fast-paced team environment. Air travel is required. A typical year could include approximately 12-24 total days in 2 to 5-day increments away from home.
Responsibilities
- Plan, coordinate, and execute multiple events on schedule, within budget, and with excellent attention to detail.
- Coordinate event logistics including meeting space, room setup, equipment and labor, menu selection, ground transportation, and materials.
- Partner with project lead to manage attendee logistics including list review, registration and changes, coordinating travel needs, and communicating logistical information.
- Facilitate vendor research and communication, and understand contracts
- Monitor training budgets, track spending, and maintain a budget spreadsheet.
- Perform other duties as needed, such as photography for social media and other relevant outlets, printing/distribution as needed, and ensure dietary/allergy needs are accommodated.
- Learn continuing education accreditation requirements for various professional licensures and determine which internal training opportunities may qualify for credit.
- Research and apply for continuing education accreditation for various professional licensures on state and national levels.
- Support other departmental activities as needed such as research for future events and material updates.
Qualifications
- 2-4 years’ experience in a related field (Event Management, Hospitality, Customer Service)
- Excellent organization and follow-through skills, as well as the ability to multitask in a fast-paced environment with limited daily supervision
- Exceptional time management and organizational skills with a proven record of success in planning, coordinating, and executing multiple events simultaneously
- Ability to demonstrate in depth understanding of MS Office including Microsoft Word, Excel, PowerPoint, Outlook, and Teams as well as familiarity with software such as Adobe Acrobat, and InDesign
- Experience managing mid to large-size budgets, possess knowledge of contractual language pertaining to meetings and events, and have experience negotiating with vendors
- Proven ability to work well independently and as part of a team
- Excellent verbal and written communication skills
- Ability to research and synthesize information to clearly communicate with others
- On-site training sessions require longer workdays
- Decision maker and problem solver with a collaborative/team-player attitude
- Adaptability to changes and maintaining a client service mindset
- Highly organized with the ability to handle multiple tasks to meet deadlines
- Experience with event registration systems and event mobile app platforms (Cvent)
- Willingness to apply creative and strategic thinking to routine and new events
- Ability to work independently under own direction and initiative
*Please include a cover letter with your resume.*
Office hours are Monday - Thursday 7:30am - 5:30pm and Friday 7:30am - 11:30am.
Why Kimley-Horn?
At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 17 years!
Key Benefits at Kimley-Horn
- Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary bonus) and additional profit-sharing contribution.
- Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
- Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
- Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
- Professional Development: Tuition reimbursement and extensive internal training programs.
- Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.
