Event Coordinator

Job Title: Event Coordinator
Reports to: Senior Project Manager
Department: Projects

Messenger International is a ministry dedicated to developing uncompromising followers of Christ who transform our world and therefore, this position will be filled by an individual who 1) embodies the core beliefs of our organization with respect to God, The Bible, and the Holy Spirit’s function in our everyday life and 2) champions our fundamental commitment as an organization to spread the Gospel to the world.

Purpose:

Responsible for advancing Messenger International’s vision by executing organized, hospitable event experiences that enable guests and internal teams to focus on mission, ministry, and relational engagement

Primary Outcomes:

·       Events are logistically prepared and executed on schedule, with venues, vendors, participant services, and on-site needs coordinated and issues resolved quickly

·       Event contracts, BEOs, budgets, invoices, rooming, transportation, and logistics records are accurate, current, and fulfilled according to agreed requirements

·       Guests and internal teams experience organized, hospitable events that allow the broader team to focus on hosting, ministry, and relationship-building rather than logistics

·       Event debriefs identify actionable improvements that strengthen future logistics, processes, and vendor performance

Duties and Responsibilities:

·       Coordinate event logistics across ministry events from contract through post-event debrief

·       Partner with internal stakeholders to clarify event objectives and requirements and translate them into actionable logistics plans

·       Serve as the primary point of contact for venues and vendors, communicating requirements, responsibilities, timelines, and changes throughout event preparation and execution

·       Negotiate with vendors and coordinate contracted terms, timelines, and deliverables

·       Coordinate contracts, banquet event orders (BEOs), catering, rentals, room blocks, seating charts in partnership with the executive liaison, rooming logistics, and ground transportation

·       Develop and maintain logistics run-of-show documents, checklists, timelines, and dependencies; identify and mitigate risks and escalate issues when needed

·       Inspect event spaces and logistics setups to confirm readiness and alignment with event requirements before and during events

·       Lead load-in and load-out activities and coordinate on-site vendor execution

·       Monitor event activities and exercise sound judgment to resolve real-time logistical issues and protect the guest experience

·       Review event bills and invoices for accuracy, track logistics budgets and vendor payments, and maintain organized event financial and logistics records

·       Support the Development team with registration logistics and on-site registration execution

·       Coordinate event-specific app content, attendee communications, and on-site messaging

·       Translate approved creative direction into event layouts, setups, and on-site execution

·       Provide timely, consistent logistics updates, including progress, decisions, risks, and issues requiring escalation

·       Participate in post-event debriefs, identify lessons learned, and recommend practical improvements to future event logistics and vendor coordination

·       Other related work, as assigned

Education and Experience: 

·       Bachelor’s degree in event management, hospitality, business, communications, or a related field preferred; equivalent relevant experience may be considered

·       3+ years of event planning and/or event operations experience required

·       Experience planning and executing live events involving multiple vendors, timelines, and logistical dependencies

·       Demonstrated accountability for event outcomes from planning through completion

·       Experience managing vendors, deliverables, issue resolution, and negotiations

General Qualifications:

·       Highly organized and detail-oriented, with strong checklist, documentation, and follow-through discipline

·       Able to manage multiple tasks, deadlines, communications, and changing priorities under pressure

·       Exercises sound judgment and makes effective logistical and creative decisions in real time

·       Proactively identifies risks, resolves problems, and escalates issues appropriately

·       Builds strong vendor relationships and negotiates effectively with external partners

·       Communicates clearly and professionally with team members, vendors, and external contacts

·       Collaborates well with others while demonstrating initiative and independent problem-solving

·       Comfortable reviewing event budgets, invoices, contracts, schedules, and operational records for accuracy

·       Willing and able to travel and work occasional evenings or weekends as event schedules require

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Spiritual Requirements:

·       Signed acknowledgement of Messenger’s “Statement of Faith” and “Staff Covenant/Lifestyle Agreement” forms

·       Signed acknowledgement to policies and procedures as stated in our employee handbook

Physical Requirements:

·       Has the ability to function independently

·       Possess the ability to speak

·       Has the physical ability to be able to lift up to 25 pounds (with or without assistance)

·       This position also may require long periods of sitting, standing up, and walking

Work Location:
Nashville, Tennessee area. Must be able to present evidence of identity and legal right to work in the United States.

Travel Requirements:
This position requires up to 20% travel, as needed, to support Messenger International events. Travel is primarily within the United States, with an estimated one to three events per year outside the United States. Trips typically range from 2 days to 3 weeks, depending on the length and scope of the event, and may include extended days, evenings, weekends, and overnight stays. Candidates must possess, or be able to obtain before international travel is required, valid travel documents (such as a passport) and must be able to meet all requirements to enter international destinations and re-enter the United States.

Job Type/Schedule:

Full-time, 40-hour work week with the potential for occasional overtime. This is a non-exempt position and is subject to overtime pay in accordance with the Fair Labor Standards Act (FLSA).

Pay:

This role has a salary range of $29 - $34 / hour, depending on qualifications and experience.

Benefits:

·       401(k) with employer contribution

·       Health, Dental, AD&D & Life insurance

·       Paid time off and sick leave

·       Parental leave benefits after 3-year tenure

·       Messenger will pay for renewal of certifications and required continued education