Event Coordination Specialist

Job Description Summary

If you have a passion for event planning and a knack for organization, we want you on our team! As an Event Coordination Specialist, you will apply your knowledge of event planning theories and business practices to assist in delivering exceptional events. You'll work closely with senior Event and Attendee Managers to support both internal and external events. Your role will involve coordinating logistics, vendor management, and ensuring a seamless experience for all attendees. This position requires travel, with approximately 50% of your time spent on-site at events.

About the Role

In this role, you will primarily support senior Event Managers in executing company-hosted events and client-facing events, with some responsibility for trade shows. You will take the lead on smaller events while helping with larger ones guided by senior team members. Your contributions are vital to maintaining high event quality and attendee satisfaction.

Responsibilities

Assist senior Event Managers in planning and executing events, including trade shows.

Lead planning for smaller Tier 3 events, managing logistics from start to finish.

Research and recommend venues and vendors; prepare summaries for team discussion.

Handle administrative tasks such as vendor onboarding, contract processing, and payment tracking.

Support registration setup, attendee communications, and manage on-site registration.

Review attendee data and hotel arrangements for accuracy.

Coordinate event logistics including transportation, setup, and operations.

Provide flexible support across all phases of event coordination.

Help monitor and report on budget tracking and expenses.

Collect post-event feedback and assist with evaluations and reports.

Facilitate effective communication among teams, vendors, and partners.

Skills & Qualifications

Minimum of 5 years of event planning or coordination experience.

Proficient in event management and registration tools, particularly Cvent.

Understanding of event operational workflows, including vendor coordination and logistics.

Ability to manage multiple priorities and deadlines concurrently.

Experience with vendor management and contracting.

Strong attention to detail, especially with registration and financial documentation.

Excellent written and verbal communication skills.

Basic knowledge of budget tracking and reconciliation.

Flexibility in adapting to changing priorities in a fast-paced environment.

CMP certification is a plus but not mandatory.

Willingness to travel approximately 50% of the time for event support.

Our Interview Practices

To maintain an authentic hiring process, we ask that all candidates participate in interviews without the use of AI tools. Our goal is to evaluate your individual skills and communication style genuinely. Virtual backgrounds are not allowed, and in-person interviews may be required. Use of AI-generated responses during the interview may lead to disqualification.

Applicants might need to attend an interview at a Wolters Kluwer office.

Compensation:

$57,400.00 - $98,350.00 USD. The role is eligible for a bonus.

This compensation range is based on the position's location and can be influenced by various factors, including skills and experience. Your recruiter will provide more details during the hiring process.

Additional Information:

Wolters Kluwer provides competitive benefits, including Medical, Dental, & Vision Plans, 401(k) options, and Paid Parental Leave, promoting work-life balance.

EQUAL EMPLOYMENT OPPORTUNITY: Wolters Kluwer is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.