Event Coordination Specialist

Job Description Summary

As an Event Coordination Specialist, you will utilize your understanding of event planning theories and principles to support the planning and execution of internal and external company events. You'll work closely with senior Event and Attendee Managers, learning about key business drivers and gaining insight into company processes and stakeholder engagement. Under moderate guidance, you will coordinate administrative and logistical components such as vendor onboarding, contract processing, and on-site registration for various events, including trade shows. Your role is crucial in researching and recommending venues and vendors while assisting with logistics related to amenities, off-site functions, and team-building activities. This position requires strong prioritization skills and a commitment to contributing to team objectives, with regular travel (approximately 50%).

About the Role

The Event Coordination Specialist will assist primarily with executing company-hosted internal events and external client-focused gatherings, while also offering support for trade shows when needed. This role emphasizes operational and logistical coordination to ensure events are delivered effectively and meet company standards. You may serve as the lead planner for smaller Tier 3 events while contributing to larger initiatives under the guidance of senior team members. Your attention to detail will help maintain operational accuracy and a consistent attendee experience across our events portfolio.

Responsibilities

Collaborate with senior Event Managers to plan and execute internal and external events; provide additional support for trade shows as needed.

Lead the planning of smaller Tier 3 events, overseeing logistics from initial planning through on-site execution.

Research and source event venues, vendors, and gifts; prepare summaries and presentation materials for internal review.

Coordinate administrative event functions including vendor onboarding, contract processing, and payment tracking following internal policies and timelines.

Support event registration setup, attendee communication, and on-site registration utilizing event management platforms.

Review and ensure accuracy of attendee manifests, registration data, and hotel rooming lists.

Oversee event logistics such as transportation, shipping, setup, tear-down, and on-site operations; travel to events as required.

Assist Event Managers and Attendee Managers with various phases of event planning, providing flexible and timely event support.

Help track and report on event budgets, identifying any discrepancies or issues for escalation.

Collect and organize feedback post-event and assist with reporting and evaluations.

Facilitate communication between internal teams, vendors, and event partners to ensure seamless event execution.

Skills & Qualifications

Experience: At least 5 years in event planning, event operations, or coordination roles.

Event & Registration Tools: Proficient in event management, registration, and budgeting tools, particularly Cvent.

Event Operations Support: Familiarity with workflows supporting internal and external events and trade shows, including contracting, payments, vendor coordination, and logistics.

Project Coordination: Strong ability to manage multiple tasks, timelines, and priorities simultaneously.

Vendor Coordination: Experience collaborating with vendors and internal teams for contracting and payment processes.

Attention to Detail: Exceptional accuracy in managing registration data, attendee lists, rooming lists, and financial documentation.

Communication: Excellent written and verbal skills, capable of creating internal presentations and providing updates to stakeholders.

Budget Awareness: Basic knowledge of event budget tracking and reconciliation.

Adaptability: Ability to navigate changing priorities and on-site needs in a dynamic event environment.

Certification: CMP (Certified Meeting Professional) certification is preferred but not mandatory.

Travel: Must be willing and able to travel approximately 50% of the time.

Our Interview Practices

To ensure a fair and genuine hiring process, we ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our objective is to assess your individual skills and experiences authentically. Therefore, we request you to remove virtual backgrounds and participate in in-person interviews. Please note, usage of AI-generated responses or third-party support during interviews will disqualify you from the recruitment process.

Applicants may need to appear onsite at a Wolters Kluwer office as part of the recruitment process.

Compensation:

$57,400.00 - $98,350.00 USD

This role is eligible for a Bonus.

The compensation range is based on the primary location of the position, and the actual base salary offer considers various factors including skills, experience, and specific hiring location. Your recruiter will provide more information about the specific offer during the hiring process.

Additional Information:

Wolters Kluwer provides competitive benefits and programs to support your needs and maintain a balance between work and personal life, including but not limited to: Medical, Dental, & Vision Plans, 401(k), FSA/HSA, Commuter Benefits, Tuition Assistance Plan, Vacation and Sick Time, and Paid Parental Leave. Full details of our benefits are available upon request.

EQUAL EMPLOYMENT OPPORTUNITY: Wolters Kluwer U.S. Corporation and all of its subsidiaries are committed to being an Equal Opportunity / Affirmative Action employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.