Event Coordinator
18 days ago
Springfield
Job Description Position Title: Events Coordinator Department: Education Reports To: Education Manager Status: Full-Time, Exempt Job Summary: You will lead the planning, organization, and execution of multiple internal and external events, and Education classes. This role owns end‑to‑end coordination of assigned events and ensures a seamless experience for attendees. Flexibility to work extended hours and weekends is required based on event and class schedules. Duties/Responsibilities: • Event Planning & Execution, • Manage the full lifecycle of assigned events from concept to post-event evaluation (20-200 attendees), • Coordinate logistics such as venue selection, catering, and AV needs, • Develop task lists, timelines, and workflows to achieve event goals, • Create event overviews, playbooks and other planning documents, • Select menus; review, and proof BEOs, • Manage event budgets, track expenses, and support reconciliation process, • Maintain communication with internal and external stakeholders, • Serve as primary point of contact for participating manufacturers and vendors, • Ensure each event delivers a polished, professional, and seamless attendee experience, • Troubleshoot and resolve issues quickly and professionally, • Gather and review feedback and implement improvements for future events, • Ensure compliance with brand guidelines, safety requirements, and operational standards, • Coordinate staff travel including hotel and flight arrangements, • Utilize Microsoft Planner, Excel, or other event management software for efficient project management, • Represent Salon Service Group and provide on-site support at large events, including extended hours and weekends, a minimum of 2 annually, • Education class coordination, • Process and monitor class requests through the online portal, • Schedule educator contractors based on classes needs, • Secure supply lists; prep, pack, and ship required materials from the SSG warehouse, • Coordinate educator travel including hotels and flights, • Collaborate with SSG Sales Consultants and brand representatives, as needed, to confirm class details and requirements, • Facilitate virtual classes and support presenter needs, • Maintain organized records of class-related expenses and receipts, • Experience in event planning and coordination, with knowledge of standard industry practices, • Experience working in an office setting with shifting priorities, constant interruptions, changing assignments, time-sensitive projects, heavy workload, and multiple projects simultaneously assigned by different staff., • Talent to create aesthetically pleasing materials and physical surroundings for events, including space planning., • Excellent interpersonal and communication skills, with the ability to negotiate and resolve issues positively, • Exceptional organizational and time management skills; proven ability to prioritize effectively based on deadlines, complexity, and competing needs, • Proficiency in Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint, Planner), • Experience with virtual meetings and working with Microsoft Teams., • Ability to collect and analyze data using spreadsheets or databases and summarize findings in written reports, • Proven ability to make independent decisions within budget, time, and logistical constraints, • Strong skills in planning, organizing, prioritizing, and problem-solving with the ability to reprioritize as needed using sound judgement Physical Requirements: • Ability to sit at a desk for extended periods, • Ability to stand and walk for extended periods during event setup, execution, and teardown for events attended, • Ability to stand, walk, and pull class and event supplies from the warehouse, • Ability to lift, carry, and move boxes up to 30 lbs safely