Senior Event Planning Coordinator

The position works closely with internal business partners, including conference planners, procurement, sales, communications, attendee management, compliance, and vendors, to ensure events are executed with accuracy, quality, and alignment to business priorities. Responsibilities Event Logistics & Execution Manage logistics for small-scale conferences and support conference planners with large-scale events.Maintain and update event project plans; track timelines, deliverables, and milestones.Coordinate logistics such as venue selection, meeting space setup, A/V needs, transportation, room blocks, catering, and special accommodations.Support contract review and negotiation activities for meeting space, vendors, and event services.Oversee registration processes: invitation distribution, RSVP tracking, attendee lists, and event communications.Prepare and ship event materials, signage, name badges, and support tools.Provide onsite event assistance including registration desk coverage, vendor coordination, room monitoring, and attendee support.Stakeholder & Vendor Coordination Serve as a point of contact for internal partners, wholesalers, and field staff regarding event logistics and timelines.Coordinate with vendors, including hotels, transportation providers, A/V teams, and production partners.Support cross-functional collaboration with Procurement, communications, compliance, legal, and marketing for event approvals and communication accuracy.Communication & Documentation Draft and distribute event-related communications.Maintain documentation including project plans, session details, schedules, and attendee information.Draft and distribute participant communications and updates.Serve as the primary point of contact for advisors, employees, and vendors regarding event inquiries.Conduct quality control on all registration reporting and resolve discrepancies with vendors or planners.Assist with post-event reporting, feedback collection, and results summaries.Administrative & Operational Support Process invoices, track expenses, and ensure timely vendor payments.Manage inventory of supplies, event merchandise, and collateral.Respond to ad hoc requests for event support, research, or materials.Requirements 3-5 years of experience in event coordination or related project or planning roles.Associates degree or equivalent experience.Strong communication and organizational skills, attention to detail, and ability to manage multiple priorities.Proficiency in Microsoft Office.Ability to collaborate with internal partners and influence stakeholders.Willingness to travel for onsite event support.Nice-to-haves vacation timesick time401(k)health, dental and life insurances