3,331 Event Coordinators jobs in the United States

ob Title: Conference Planning Administrative Assistant Hybrid (Downtown Pittsburgh)

Location: Downtown Pittsburgh, PA (3 days onsite, 2 days remote)

Contract Duration: 3 months, with potential to extend or convert to full-time

Seeking a detail-oriented and proactive Administrative Assistant to support a busy team responsible for corporate event planning and financial operations with a flagship company in Pittsburgh. This is a hybrid role based in downtown Pittsburgh , requiring 3 days onsite per week and 2 remote . The ideal candidate will have experience juggling multiple priorities, providing executive-level support, and ideally assisting with conference coordination .

Key Responsibilities:

• Provide administrative support to the Conference Planning Department and select managers in the Financial Planning & Analysis (FP&A) team
• Manage calendars, schedule meetings, coordinate travel, process expense reports, and handle office supply orders
• Prepare and assemble budget documents, promotional materials, and name badges
• Support conference logistics including invitations, RSVPs, attendee lists, and reporting
• Create and maintain online event registration sites and manage meeting data
• Assist with invoicing, reporting, and promotional item fulfillment for events
• Provide on-site event support as needed
• Manage event platforms, particularly Cvent , including site builds, attendee exports, and troubleshooting

Preferred Qualifications:

• Proficiency in Microsoft Office , especially Outlook (calendar management) and Word
• Experience using Cvent or similar conference/event platforms
• Strong attention to detail and organizational skills
• Excellent time management and multitasking ability
• Professional communication skills with ability to interact at all organizational levels
• Customer service mindset and a team-player attitude

This is a great opportunity for someone with strong administrative experience, particularly in a fast-paced, event-driven environment.

If you're organized, adaptable, and looking to gain hands-on experience in corporate event support, we'd love to hear from you.

• BS / MS in Computer Science or equivalent
• 5 years of experience in events planning and management
• Strong verbal and written communication - ability to write clear, concise internal and external emails and effectively facilitate stakeholder meetings; be articulate in speaking on complex topics and identifying action items; ability to read the room and respond appropriately
• Problem solving - strategic thinking and ability to proactively anticipate issues, offer effective and efficient solutions
• Adaptability - have a flexible approach to work and ability to move with changing direction of the program as needed
• Highly organized with the ability to prioritize tasks, manage deadlines and adapt to changing priorities
• Ability to manage multiple complex projects simultaneously
• Detail oriented with excellent communication skills
• Strong skills with building, tracking and formulating within Google Sheets

• BS / MS in Computer Science or equivalent
• 5 years of experience in events planning and management
• Strong verbal and written communication - ability to write clear, concise internal and external emails and effectively facilitate stakeholder meetings; be articulate in speaking on complex topics and identifying action items; ability to read the room and respond appropriately
• Problem solving - strategic thinking and ability to proactively anticipate issues, offer effective and efficient solutions
• Adaptability - have a flexible approach to work and ability to move with changing direction of the program as needed
• Highly organized with the ability to prioritize tasks, manage deadlines and adapt to changing priorities
• Ability to manage multiple complex projects simultaneously
• Detail oriented with excellent communication skills
• Strong skills with building, tracking and formulating within Google Sheets

• Understanding all aspects of our event packages and add-ons
• Selling, scheduling, and coordinating corporate, group, and birthday events (let the FUN begin!)
• Utilizing systems and programs to input sales revenue, guest information, and create follow-up tasks related to the business
• Partnering with the Sales Manager to exceed budgeted birthday, group, and event sales targets and achieve quarterly sales plans
• Prospecting and cold calling to develop ongoing relationships for new and repeat business
• Supporting local store marketing initiatives to drive walk-in and event sales
• Attending and engaging in weekly sales meetings to share strategic ideas that support the business
• Performing opening, mid-day, or closing office duties; including upholding our cleanliness and safety standards

• Prior sales experience; food & beverage or retail experience is a plus
• Guest-focused mindset (We heart our Guests!)
• Teamwork is a must (Teamwork makes the dream work!)
• Relationship-building (very important!)
• Proficient in software such as Excel, Microsoft Office and CRM
• Can effectively communicate with Management, Team Members, and Guests
• Availability to workdays, nights, and/or weekends and holidays

• Awesome culture that's inclusive, rewarding, and FUN!
• 50% off food, beverages, activities, and unlimited gameplay!
• Tuition Reimbursement Program (yes, please!)
• We help others grow! (internal promote culture)
• Be part of a New Center Opening Team!
• Our rewards and recognition program rock!
• Benefits and paid time off (for those who qualify)
• Our Family Fund helps our Team Members financially in their time of need
• Become a Certified Trainer (aka, the best of the best!)

Summary: We're seeking a detail-oriented, results-driven Event Planning & Event Sales Manager to join our dynamic team at Hyatt Centric Beale Street Memphis and Caption by Hyatt. This hybrid role bridges the gap between sales and service, supporting events from initial inquiry to successful execution. The ideal candidate is passionate about hospitality, thrives under pressure, and excels at building lasting relationships with clients and vendors. Key Responsibilities: Sales & Client Acquisition: Proactively source, sell, and secure local catering business (corporate meetings, weddings, galas, fundraisers, social events). Conduct hotel site tours, tastings, custom proposals, and contract negotiations. Prospect and develop new client relationships through networking and community involvement. Drive event revenue through effective upselling strategies and creative event design. Planning & Execution: Serve as the primary contact for clients from contract turnover through event completion. Coordinate all event details including food & beverage, audiovisual, room blocks, event agendas, and billing. Guide clients through the planning process with professionalism, creativity, and attention to detail. Collaborate with Sales, Revenue, and Operations to maximize group profitability and guest satisfaction. Lead pre-event meetings and develop detailed Banquet Event Orders (BEOs) and group resumes. Be present during key on-site functions to ensure flawless execution and guest satisfaction. Team & Operations Collaboration: Partner with Sales & Events Team and hotel departments (Banquets, Culinary, AV, Rooms, and Finance) to ensure seamless event delivery. Understand and manage meeting room configurations, sleeping room inventory, and space optimization. Contribute to the hotel's forecasting, revenue planning, and post-event recap process. Support and train team members on event planning best practices and hotel procedures This is an on-site position; remote work is not available. Qualifications: Minimum 2 years of hotel event sales or planning experience required; combination of both strongly preferred. Bachelor's degree or equivalent work experience in hospitality, event management, or food & beverage. Knowledge of the Memphis event market or similar local market is preferred. Strong contract negotiation skills and experience working with third-party vendors. Excellent verbal and written communication skills; ability to build rapport with diverse clients and stakeholders. Proficiency in Microsoft Office and Hyatt sales/event systems (Envision, OPERA, Excel, and similar CRM hotel system etc.). Ability to manage multiple events simultaneously in a fast-paced, deadline-driven environment. Must be detail-oriented, highly organized, and adept at problem-solving. Professional appearance and confident presentation skills are essential. Availability to work flexible hours, including evenings, weekends, and holidays based on event schedules. Experience with vendors and leveraging business relationships to drive new business and enhanced offerings for clients Participation in local networking organizations that help drive new business Must be experienced in general computer knowledge and programs; heavy usage of Hyatt sales systems and Microsoft products Professional verbal and written communication skills Experience in creative development of marketing concepts, custom proposals and promotional events to increase local event sales Understanding of negotiation and interpretation of contracts Maintain price integrity in food and beverage Responsible for increasing overall revenue per attendee by upselling techniques, value added offerings and other creative methods Experience in data analytics to drive sales success Manage retention, reactivation and acquisition accounts to capture future business Adhere to prospecting standards and goals Present a professional business appearance and confidence Extremely detail oriented, organized and able to handle a fast paced environment Strong time management & multi-tasking skills with the ability to work well under pressure Demonstrate positive leadership characteristics, which inspire employees to exceed standards and expectations Experience in training and guiding a team through the events sales, planning and execution process Have comprehensive knowledge of all operational departments within the hotel; banquets, setup, audio visual, finance, guest services, reservations, housekeeping, restaurants and engineering

• Acts as support to Sr. Manager, Event Management for events, customer service, and relations with other departments and partner companies.
• Oversees front of house duties on an event night, including the advance of those duties prior to the event and leading the usher/security and concession teams through ingress, the event and egress, while working closely with production/back of house, and safety, to ensure a well-executed event.
• Works closely with the booking team in building projections, budgets, event settlements, complimentary ticket fulfillment and the fulfillment of rental agreements to ensure client satisfaction.
• Develops and maintains relationships and works closely with KSE partner companies: Argus, Legends, Rhino, Brown Note, etc. to complete projects for the benefit of the venue and client needs.
• Observes the customer service skills of vendor staff to help ensure a positive guest experience and reports observations to the Sr. Manager, Event Management.
• Works closely with the Sr. Manager, Event Management, and other Paramount managing staff, in determining action to be taken in response to client complaints or problems; consults with managers to determine best course of action for unusual problems or situations.
• Other duties as assigned.

• General office equipment including copier, fax, phone, computer/keyboard, etc.
• General proficiency in various computer applications including spreadsheets, word processing, e-mail, Internet, etc., highly preferred.
• Two-way radio.
• Stand, walk up to ¾ of the time on an event day
• Medium to high stress situation ¼ of the time
• Fast-pace working environment ¾ of the time
• Exposure to outdoor weather conditions up to ¼ of the time
• Moderate to very loud noises
• Lift up to 25 lbs up to ¼ of the time

• High school diploma or GED, required.
• BS/BA degree, preferred.
• One to two years' experience working with box office personnel, event marketing personnel, event accounting personnel and event operations personnel, preferred.

• Solid knowledge of concert, entertainment production, event execution, general theater and arena operations, and vendor processes.
• Working knowledge of generally accepted standards of event management, customer service and problem resolution.
• Ability to communicate effectively both verbally and in writing with clients, fellow employees, and vendors.
• Strong self-starter capabilities to sell, market and enhance the industry image for Paramount Theatre
• Ability to work nights, weekends and holidays.
• Ability to acquire or produce and maintain a valid Colorado driver's license and meet company vehicle driving standards.

• Base salary - $60,000-64,000 per annum
• Eligible for annual discretionary bonus

• Paid Company Holidays
• Health Insurance (Medical, Dental, Vision)
• Paid Time Off (PTO)
• Life Insurance
• Short and Long-term Disability
• Health Savings Account (HSA)
• Flexible Spending plans (FSAs)
• 401K plan

Get AI-powered advice on this job and more exclusive features. This range is provided by IMCS Group. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more. Base pay range $45.00/hr - $50.00/hr Direct message the job poster from IMCS Group Senior Technical Recruiter | Hiring | Job Opportunity | Title: Project Manager-I Duration: 8 Months Location – NYC, NY About the Role Client is looking for a Global Events Program Manager to join the Employee Experience team. You will play a key role in developing event management processes, guidelines, and policy. You will act as a centralized source to manage program development from ideation to execution, ensuring that goals are met. You will work closely with a wide array of internal teams as well as external partners. This role will partner closely with the in-office Workplace team, as well as our Physical Security Team, Executive Business Partners, IT and AV, Employee Resource Groups, and business leaders, to provide an Events program and services that improve the overall employee experience. This contract role is flexible and hybrid , and you will report to the Senior Manager of Employee Experience. You’re excited about this opportunity because you will… In NYC : Lead all NYC event requests from end-to-end , ensuring seamless execution and high stakeholder satisfaction. Deliver white-glove planning support for NYC-based events with 50+ attendees, ensuring elevated hospitality and flawless execution . Globally : Manage a team of contingent event specialists , leading weekly meetings, monitoring event progress, reviewing weekly timecards, and overseeing hiring/contract extensions. Foster strong cross-functional partnerships with Workplace, AV, Security, and other stakeholders for seamless planning and execution. Maintain a centralized data and reporting system for all global events, incorporating customer feedback and analytics to drive continuous improvement. Strategically oversee large-scale and high-impact events, managing timelines, budgets, resourcing, and execution across all hubs. Maintain and improve SOPs, SLAs, and KPIs to ensure consistent service quality and scalable delivery across regions. Support global tickets during high-volume event days to ensure responsiveness and service continuity. Act as a project manager for our company milestone events, our company anniversary party, and the End-of-Year Celebration. We’re excited about you because you… An Owner who thrives in a chaotic and ever-changing work environment. Are Customer Obsessed with a passionate drive to delight our employees and guests, take initiative, and offer unique solutions that deliver on, and exceed, their expectations. Dream Big, and Start Small with a thoughtful process of analyzing data and circumstances to solve problems and reach a well-reasoned solution. Value our One Team, One Fight mentality by partnering effectively to drive our culture and execute our common goals pleasantly and energetically. Have a Bias for Action with an appreciation and understanding of our mission to make sound, timely contributions. Strive to be 1% Better daily with your openness to new ways of thinking and acquiring new skills to retain a competitive advantage. Choose Optimism and Have a Plan, whether it's a big project or an impromptu task, you are quick on your feet and happy to contribute in a helpful, organized way. Bachelor's or equivalent years of experience. 4+ years of event program management experience emphasizing facilities, office management, workplace services, customer service, and event management. Seniority level Mid-Senior level Employment type Contract Job function Other Industries: Technology, Information and Media, Hospitality, and IT Services and IT Consulting #J-18808-Ljbffr