Event Coordinator - ADV

Russell Tobin's client, a a world leader in heating, air-conditioning and refrigeration solutions company, is hiring an Assistant Manager – Customer Experience & Events/Event Coordinator in Indianapolis, IN.

Job Title: Assistant Manager – Customer Experience & Events/Event Coordinator

Pay Rate:$21- $23.48/hr.

Location: Indianapolis, IN

Job Type: 1 yr contract w/ pos of ext/conversion

Job Overview:

We are seeking a highly organized and proactive Assistant Manager – Customer Experience & Events to support the planning and execution of customer-facing events across North America. This role focuses on corporate events hosted in hotel and venue settings, event registration management, and cross-functional collaboration to deliver seamless, high-quality experiences.

The ideal candidate is a detail-oriented multitasker who thrives in a fast-paced environment, can manage multiple priorities, and works effectively with diverse teams.

Key Responsibilities:

Plan and execute small to mid-sized events (up to 100 attendees), including meetings, trainings, and customer programs
Manage hotel and venue sourcing, contracting, and execution (room blocks, meeting space, F&B, AV, and on-site logistics)
Own and manage event registration platforms and attendee communications
Build and maintain registration websites and reporting systems (Cvent preferred)
Act as a primary point of contact for hotels, venues, and select vendors
Collaborate with cross-functional teams such as marketing, sales, legal, product marketing, and operations
Handle multiple projects simultaneously while maintaining accuracy and meeting deadlines
Support budget tracking, invoicing, billbacks, and post-event reconciliation
Contribute to improving event processes, tools, and templates

Required Qualifications:

Bachelor’s degree or equivalent professional experience
3–5 years of experience in corporate event planning or coordination
Experience with hotel or venue contracting
Strong organizational, communication, and problem-solving skills
Proven ability to manage multiple priorities in a fast-paced environment
Ability to work both independently and collaboratively

Preferred Qualifications:

Experience using Cvent for event registration and reporting
Background in hospitality, hotel sales, event management, or corporate meetings
Experience supporting customer-facing or dealer-based events

Key Competencies:

Strong multitasking and prioritization abilities
High attention to detail and execution standards
Flexibility to adapt quickly between tasks and projects
Collaborative mindset with strong interpersonal skills
Ability to work effectively with cross-functional stakeholders

Work Schedule & Travel:

Primarily Monday to Friday, with weekend work required during events
Up to 35% travel for events across North America

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

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