Event Coordinator, North America

As the Event Executive, you will bring unforgettable group and corporate events to life across Merlin’s premier North American attractions. Partnering closely with the Sales Manager, you will serve as the client's primary contact, seamlessly guiding bookings from confirmed sale through to final billing. In addition to ensuring flawless execution through precise coordination with our on-site teams, you will help shape our Center of Excellence by developing the foundational tools, templates, and SOPs that standardize event success across our entire portfolio.

This is a remote position, ideally based in Orlando, FL. Occasional travel may be required.

Key Responsibilities:

• Serve as the client main point of contact once an event is confirmed, building rapport and guiding them through the planning process.
• Conduct detailed planning calls to capture event objectives, schedules, guest counts, F&B preferences, technical needs, and special requests.
• Liaise with third-party vendors as needed to coordinate client needs.
• Contribute to building and standardizing preferred vendor lists across all attractions
• Prepare and maintain detailed event orders and documentation as required, ensuring all information is accurate and up to date.
• Answer client questions promptly and set clear expectations around timelines, deliverables, and policies (e.g., changes, guarantees, cut‑off dates).
• Take clear ownership of all timelines, ensuring internal and client deadlines (menus, guarantees, cut-offs, etc.) are tracked and met.
• Work closely with each attraction’s operations/event teams to ensure they have full visibility of event requirements and client expectations.
• Coordinate internal pre‑event briefs as needed, sharing final event documentation, client nuances, and any risk considerations.
• At approximately 30 days prior to the event, facilitate an internal debrief on the event and introduce client to the venue team, while remaining the primary planning contact and keeping teams copied for continuity.
• Ensure full alignment with events teams and respond to any questions in timely manner.
• Occasional on-site presence for high-profile events may be required to support venue team and client, with advance notice.
• Support the creation and review of final event invoices, ensuring charges align with contracted terms, actual consumption, and internal policies.
• Coordinate with venues and finance teams to resolve discrepancies and facilitate timely billing and payment.
• Capture post‑event feedback from clients and venue teams, noting successes and areas for improvement.
• Proactively identify opportunities for successful events to become repeat bookings and referral sources for the Sales Manager to action.
• Help shape, document, and refine event coordination templates (run‑of‑show, event order, client checklists, communication templates, venue inventory, venue particularities, etc.) to drive consistency across attractions.
• Contribute to the development and maintenance of SOPs for the full event lifecycle, from confirmation through post‑event follow‑up.
• Work with the Global MICE Director to translate proven practices from North America into recommendations for the UK region and other Merlin markets.

Experience and Qualifications:

• 2–4 years of experience in event coordination, group services, catering/events, or conference services, ideally within venues, attractions, theme parks, hotels, or restaurants that host events.
• Demonstrated experience managing multiple events simultaneously and liaising between clients and on‑site operations teams.
• Familiarity with basic event financials (contracts, minimums, guarantees, final billing) preferred.
• Strong organizational skills with a high attention to detail; comfortable managing complex event information and timelines.

• Excellent client service orientation: calm, solutions‑focused, and able to guide clients through planning with confidence.
• Adept at calmly navigating client challenges, solving unexpected or pop-up needs, and closing communication gaps between clients and teams as needed.
• Comfortable thinking beyond traditional meeting space solutions to design smart and practical experiences in less conventional, immersive attraction environments.
• Clear and professional communication skills, both written and verbal.
• Collaborative approach with the ability to build trust with venue teams and cross‑functional partners.
• Proficient with common office software (SharePoint, Microsoft) and comfortable learning event management and CRM systems to document and share information.

• Excellent Health Care Options: Comprehensive medical, dental, and vision coverage.
• Paid Time Off (PTO).
• Merlin Magic Pass: Free entry for friends and family to our amazing parks & attractions.
• Recognition Programs and Rewards.
• 401(k) Program: Save for the future with company matching contributions.
• Tuition Reimbursement Programs: Get support for further education and career growth.
• Numerous Learning and Advancement Opportunities: Grow your skills and advance your career with us!

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