Events & Visitor Experience Coordinator (Part-Time)

Overview:

D’Addario & Company is the largest manufacturer and distributor of musical instrument accessories in the world. As a US based manufacturing company, we pride ourselves on high automation machinery and innovative technology, as well as our commitment to environmentally sustainable practices. Through our work with the D'Addario Foundation we are committed to helping make music education accessible and ensuring hundreds of thousands of students can participate in music-making programs worldwide, regardless of instrumentation, genre, or life circumstance. Most importantly, we pride ourselves on our diverse team of individuals who commit to the embodiment of our core values of curiosity, passion, candor, family and responsibility and translate them into action every day.

 

Responsibilities:

Event Coordination & Project Management

Support the planning and execution of internal and external visitor events by:

• Reviewing event requests for completeness and compliance with company requirements
• Coordinating tour schedules and ensuring alignment with business unit availability
• Managing event timelines, milestones, and deliverables through Teamwork
• Creating and maintaining project plans, task assignments, and due dates
• Scheduling meetings, tours, and related event activities
• Coordinating meeting room reservations and logistics
• Tracking event metrics, lead times, and project completion data
• Creating and distributing event briefing documents
• Maintaining event planning documentation, procedures, and records

 

Visitor Experience & Hospitality Coordination

Coordinate visitor logistics, registration, and arrival preparation, Including:

• Manage visitor information and registrations through Envoy
• Coordinate meals, hospitality arrangements, and dietary accommodations
• Assist with hotel, transportation, and travel-related logistics
• Support day-of event execution and serve as a liaison among hosts, visitors, and internal stakeholders
• Ensure visitors receive a professional and welcoming experience

 

Cross-Functional Coordination

Ensure successful planning and execution of tours, meetings, filming activities, school visits, and customer events by partnering closely with:

• Marketing, Sales, Production, Human Resources, Facilities, Legal, Value Stream Leaders and Executive Team members

 

Front Desk & Administrative Support

Provide daily front desk coverage from 4:00 p.m. to 5:00 p.m. including:

• Serve as backup support for Front Desk Administrator coverage as needed
• Welcome visitors and provide exceptional customer service
• Assist employees and guests with general inquiries
• Support visitor badge and security procedures
• Facilitate job application process for walk-ins

 

HR Partnership & Employee Experience

Partner with the Human Resources team to support employee events by:

• Assisting with the planning and execution of celebrations, recognition activities, and company-wide meetings/events
• Coordinating logistics for onboarding experiences and employee appreciation events
• Helping to ensure a positive and welcoming employee and visitor experience across the organization

Qualifications:

• High school diploma or equivalent 
• 2+ years of administrative, hospitality, customer service, event coordination, or office support experience
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Ability to manage multiple projects and competing priorities
• Strong attention to detail and follow-through
• Proficiency with Microsoft Outlook, Word, Excel, and Teams
• Event planning or project coordination experience
• Experience using project management software
• Experience working in a corporate office environment
• Familiarity with visitor management systems, event planning tools, or scheduling platforms