Event Coordinator (planning/logistics/small luxury travel experiences)

About Hoffman Media

Hoffman Media is a Birmingham-based media and experiences company producing trusted lifestyle, food, and specialty content for audiences around the world. Our team of 100+ passionate employees collaborate in a creative, fast-paced environment where great ideas come to life.

Our Core Values

Make the Customer Our Hero
Owner Mentality
Collaboration
Kindness
Integrity
Going Above and Beyond

Position Overview

We have an excellent opportunity in our growing events division to be a key player in delivering exceptional guest experiences. We are looking for a highly organized, detail-oriented professional with a passion for seamless execution to manage the crucial logistical operations that bring our guest experiences to life. If you are a self-starter who thrives in a fast-paced environment and want to help shape our growing portfolio of retreats and experiences, we invite you to apply.

Key Responsibilities

Logistics

Provide comprehensive logistical support, including managing vendor communications, contract coordination, rooming lists, transportation scheduling, and event material procurement

Administrative Excellence

Maintain accurate event schedules, checklists, and detailed records in a deadline-driven environment

Guest Experience

Manage guest communications and administrative tasks to ensure a seamless experience from registration through post-event follow-up

Collaboration

Serve as a primary point of contact for operational needs, collaborating effectively with internal teams and external vendors

Qualifications

Required

Proven experience in detailed event logistics or coordination, demonstrating exceptional attention to detail and accuracy
Proficiency in Microsoft Excel and strong data entry skills
Outstanding written and verbal communication skills
Ability to manage multiple priorities effectively and adapt quickly to unexpected challenges
A proactive, service-minded approach with a commitment to creating positive guest experiences
Willingness to travel, including internationally, to assist retreats on-site

Preferred

1+ year of experience in the travel industry
Hospitality background
Experience planning hotel accommodations and travel arrangements for events and experiences

What We Offer

401(k) with company match
Dental and health insurance
Flexible spending account
Employee discount
Paid time off and company holidays

How to Apply

Ready to help shape our growing portfolio of guest experiences? Submit your résumé and a brief cover letter telling us about your experience managing event logistics from planning through execution and follow-up, your experience interfacing with clients in person and by phone or email, and your experience coordinating hotel accommodations and travel arrangements.

Job Type: Full-time

Benefits:

401(k)
401(k) matching
Dental insurance
Employee discount
Flexible spending account
Health insurance
Paid time off

Application Question(s):

Describe your experience interfacing with clients both in-person and via phone/email communication?
Describe your experience planning details such as hotel accommodations, and travel arrangements for events and experiences.
Describe your experience in. handling the details of event logistics or coordination, demonstrating exceptional attention to detail and accuracy.

Experience:

travel industry: 1 year (Preferred)
Microsoft Excel and data entry: 2 years (Preferred)

Location:

Birmingham, AL 35203 (Required)

Work Location: In person