What are the responsibilities and job description for the Event Coordinator position at Texas Farm Bureau Mutual Insurance Company?
The Event Coordinator is responsible for the planning, execution, and success of events, sponsorships, and conferences. This multifaceted role requires a proactive and detail-oriented individual who excels in a dynamic environment. In addition to comprehensive event planning, this position entails meticulous oversight of sponsorship agreements, validation of contractual commitments, and active participation in trade shows.
MAJOR RESPONSIBILITIES AND AUTHORITY
Event Planning:
Conceptualize, plan, and execute diverse events, including conferences and corporate gatherings.
Coordinate logistical details such as venue selection, catering, audio-visual requirements, and event timelines.
Collaborate with internal teams and external vendors for event execution.
Monitor expenses and provide regular updates to stakeholders.
Arrange travel logistics for events, including transportation, accommodation, and on-site arrangements.
Accompany the team to events and conferences and oversee all activities.
Collaborate with the marketing team to create promotional materials for events and sponsorships.
Sponsorship Management:
Develop strong relationships with sponsors, ensuring contractual commitments and expectations are fulfilled.
Verify and execute brand recognition elements outlined in sponsorship agreements.
Trade Shows and Conferences:
Set up and manage booths at various trade shows and conferences.
Coordinate booth logistics, including design, materials, and staffing.
Actively engage with attendees, promoting brand awareness and fostering connections.
Implement marketing strategies to maximize attendance and visibility at sponsored events.
Post-Event Evaluation:
Conduct post-event evaluations to assess success and gather feedback for continuous improvement.
Prepare comprehensive reports on the outcomes of events and sponsorships.
Other duties as assigned.
Job Qualifications:
Bachelor’s degree from accredited college or university – preferably in Marketing, Communications, Event Management, or related field.
Excellent organization and project management skills.
Strong written and verbal communication skills including excellent presentation skills.
Ability to work irregular hours and weekends as needed.
Ability to travel to various locations for events.
Proficient in Microsoft 365 programs. Particularly Microsoft Excel and Microsoft Forms.
Valid Texas Driver’s license and driving record at the time of hire which would not place the employee on probation or disqualify the employee from Certified Fleet
Operator status, and the Driving and Safety Policy.
Other Job Information (if applicable):
PHYSICAL REQUIREMENTS
Repeated use of PC, telephone, and office machines.
Extended periods of sitting and concentration.
Occasional bending, twisting, crouching, pulling, pushing, and reaching in an office environment.
Occasional lifting and moving items weighing up to 30lbs.
WORKING CONDITIONS
Occasional long, irregular work hours.
Frequent travel
Work to be conducted in an office environment owned or leased by company.
REVISED January 2024