Special Events Coordinator

As a Special Events Coordinator, you will play an integral role in supporting the Communications department with all event activities, focusing on logistics and budget management. You will manage department invoices, update the master events budget, track event inventory, produce small-scale animations, draft post-event recaps, manage event collateral archives, compile invitation mailing lists, and send RSVP updates. Additionally, you will manage the sourcing and placement of annual interns while serving as department liaison.

• Oversee and manage the master budget, including processing, tracking, and recording all event invoices.
• Act as the point person for new vendor creation, purchase orders, and payments.
• Coordinate and execute all delegated tasks from Special Events team members.
• Manage logistical needs with the HOP Warehouse for the Special Events department.
• Organize, track, and maintain records of all inventory items belonging to the Special Events department.
• Plan and execute small-scale events with direct oversight from the Special Event Manager.
• Manage event mailing lists and RSVP updates.
• Oversee the Special Events Intern hiring process and delegate tasks to interns.
• Prepare post-event recaps and overview decks.
• Update event calendars and schedule meetings.

• 1-2 years of experience in a similar role or department.
• Ability to manage budgets and track expenditures.
• High level of attention to detail and excellent organizational skills.
• Creative problem-solving and strong communication skills.
• Self-motivated with eagerness to learn and work independently.
• Strong work ethic and ability to work in a fast-paced environment.
• Willingness to travel frequently and work nights/weekends.
• Proficiency in Microsoft Word, PowerPoint, and Excel.