Event Coordinator

hace 2 semanas

San José, San José, Costa Rica Somewhere A tiempo completo

LOOKING FOR STELLAR TOP CANDIDATES Position:  Event Coordinator Working Hours: Full-Time Mon - Fri 9:00 am - 5:00 pm CDTSalary:  Up to $2,000 - $2,500 (based on experience and the client's final offer) Search:  Latin America About the Role:We're looking for a highly organized and detail-oriented Event Coordinator / Project Manager / Executive Assistant to support our growing event operations.
This role is ideal for someone who thrives in a fast-paced environment, enjoys juggling multiple priorities, and can bring structure and clarity to complex event-planning processes.You'll play a crucial role in executing the logistical and administrative aspects of our events, working closely with internal stakeholders, vendors, and marketing teams to ensure smooth, on-budget, and well-documented experiences.
Role Responsibilities: Hotel & Registration Coordination: Manage hotel reservations within designated room blocks.
Handle conference and event registration for internal attendees once confirmed.
Budget Tracking & Reporting: Track and document event-related expenses.
Monitor alignment with budget forecasts and provide timely updates to the marketing and finance teams.
Vendor & Exhibitor Liaison: Coordinate logistics with vendors for third-party events—this includes ordering and confirming services like Wi-Fi, A/V, electrical, furniture, and cleaning.
Swag & Supplies Management: Source, order, and manage promotional materials and event supplies.
Ensure timely delivery and track all shipments to avoid delays.
Event Documentation: Maintain and organize digital folders on the G: drive.
Include documents like pre-event materials, RSVP lists, lead sheets, meeting schedules, and post-event surveys.
Project & Task Management: Use tools like Basecamp and Asana to create and assign tasks, keeping the marketing team aligned and accountable to event deadlines.
Internal Communications: Set up Slack channels and Basecamp projects for each event.
Schedule and facilitate kickoff calls and post-event debriefs.
Weekly Progress Tracking: Maintain and update the weekly event marketing/COE touchbase agenda to reflect current event statuses and next steps.
General Support Duties: Jump in to support the Event Marketing Manager with any additional tasks to ensure all logistical aspects are handled seamlessly.
Some travel may be required for in-person events, but it is not a frequent requirement.
Requirements: 2+ years experience in event coordination, project management, or executive assistance (event-related roles preferred) Excellent written and verbal communication skills Strong organizational and multitasking abilities Familiarity with tools like Basecamp, Asana, Slack, and Google Drive Experience working with vendors and managing event budgets Ability to work independently and prioritize tasks effectively A proactive mindset and strong problem-solving skills Bonus: Experience sourcing promotional swag and coordinating event logistics for conferences or trade shows Additional Info: Long-term commitment desired NOTE: We prioritize the processing of one application at a time.
If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.

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