Events and Office Coordinator

Job Description – Events Coordinator

Based: Miami, FL (Hybrid Position: 2 day WFH after probation period)

Salary range: $50,000 – $60,000

Reports to: CEO

We are seeking a highly organized and responsible Event Coordinator to join our growing organization. This person will play an integral role in assisting in building the profile of our company through marketing and distribution efforts, events and social media outreach. In this role, you will develop new and exciting narratives, engage with clients, build strategic relationships and partnerships. The duties and responsibilities of an Event Coordinator center on planning and managing events of varying sizes and purposes. Coordinators have to understand what it takes to make sure the logistics work out, keep everything within the allocated budget and ensure that the event itself is carried out smoothly

You will thrive in this position if you have a friendly, outgoing personality, are self-motivated, organized and a self-starter and enjoy a challenge and a fast-paced environment!

Key Responsibilities:

• Planning event details and aspects, including all logistics, promotion, seating, dining and guests
• Maintaining relationships with venue barters, hotels, catering companies, etc
• Overseeing travel details for the CAA staff attending (hotel reservations, flight itineraries, ground transportation, etc)
• Ensure CAA materials have been sent out to venue (books, CAA promotional materials)
• Ensure attendee tags are printed in time and all the titles fit the tag size
• Attending the events and ensuring success / Ability to travel up to 20 times a year
• Establishing and maintaining relationships with vendors, venues and sponsors
• Ensuring that all sponsors deliverables have been carried out
• Remaining under budget with all costs; always keeps costs in mind when planning
• Managing events and addressing potential problems that may arise before and during the event
• Ability to manage multiple events that may happen within a close date range
• Planning for potential scenarios that could impact the integrity of the event
• Oversees promotion of events through work with our Digital Marketer and eblast promotion, LinkedIn and Eventbrite promotion and other avenues to create visibility and attract attendees
• Maintaining a working knowledge of the complex needs of a wide variety of events
• Works along sales team on launch conference RSVPs to ensure good attendance and sponsors deliverables

-Pulls lists of invitees for teams

– Invites CAA clients and contracts (over the phone and email) to CAA events, reaching

goals set

-Strives to obtain purchased tickets through LinkedIn, Eventbrite and e-blast

-Oversee sponsors relationships if needed, particularly regarding the set up of

engagement tables and banners

• Office admin tasks:

– Manage inventory of office supplies

• Office logistics/shipment:

– Coordinate delivery of freight, building and printer to Miami office

– Coordinate delivery of advertiser copies for clients with printer

– Coordinate delivery of conference copies to the venue

– Coordinate delivery of banners/marketing materials to venue and back to office

– Coordinate print dates with publisher

– Coordinate shipping of publication to current partners

Desired Skills and Experience:

• Communication and Interpersonal Skills: Event Coordinators are required to network with a wide variety of entities in the course of their job – both internal staff and external contacts. Vendors and venues must be established, sponsor’s deliverables must be carried out, and internal staff must be managed in order for an event to function properly. An Event Coordinator will need to have a general knowledge of what guests and sponsors can expect.
• Team Management: Event Coordinators carry out many tasks on their own, but a major aspect of the job is working with a team. Delegating to a team properly and making sure everyone has what they need to do their job requires team management and leadership skills.
• Budgeting: Every event comes with a cost, and it’s the Event Coordinator’s job to keep those costs within the allocated budget. This will require a degree of financial skill as well as the ability to create accurate reports.
• Logistics: Everything in an event, from the seating to the entertainment, must be set up in a practical and useful manner for the guests. To accomplish this, the Event Coordinator must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise.

What Are the Benefits?

• Extensive Training
• Healthcare, dental and vision
• 401 K Plan + matching
• Employee referral bonus
• Competitive holiday and PTO with roll over
• Summer early Fridays
• Mentorship program and ongoing training platforms
• Paid Parental Leave
• Volunteerism Leave

About us:

Check us out!

Website: www.capitalanalyticsassociates.com

Twitter: @capitalanalytic

Facebook: /capitalanalyticsassociates

LinkedIn: /company/capital-analytics-associates/

Capital Analytics is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, protected veteran status, disability status, or any other characteristic protected by law.

Capital Analytics