Project Coordinator - Events
Kansas City, MO 64114
12 month contract to hire A Brief Overview
The Event & Project Coordinator provides administrative and logistical support for internal conferences, symposiums, external client events, and Global Practice events. This position assists with the planning, coordination, execution, and follow-up of events while supporting related projects, communications, documentation, and day-to-day administrative needs.
The ideal candidate is highly organized, detail-oriented, service-focused, and comfortable managing multiple assignments and deadlines. This role works closely with internal teams, event leads, vendors, clients, and other partners to help ensure events and projects are completed accurately, professionally, and on schedule.
What You Will Do Event Coordination- Assist with planning and coordinating internal conferences, symposiums, external client events, Global Practice events, meetings, and other programs.
- Maintain event timelines, planning checklists, calendars, contact lists, attendee lists, and other event documentation.
- Coordinate event logistics, including:
- Meeting and event space
- Room setup and seating arrangements
- Food and beverage
- Audiovisual and technology needs
- Transportation
- Hotel accommodations
- Signage and de cor
- Event supplies and materials
- Coordinate registrations, invitations, RSVPs, attendee communications, name badges, and event correspondence.
- Assist with agendas, speaker information, presentation materials, handouts, and other conference or symposium materials.
- Communicate event details, deadlines, and updates to internal teams, attendees, speakers, vendors, and other partners.
- Request information, pricing, and availability from venues, caterers, hotels, transportation providers, and other vendors.
- Track vendor information, orders, delivery dates, invoices, and outstanding action items.
- Assist with event budgets by tracking estimated and actual expenses, invoices, payments, and related documentation.
- Coordinate event supplies, branded merchandise, giveaways, attendee gifts, and printed materials.
- Work with internal creative and communications teams to coordinate invitations, signage, presentations, agendas, and event collateral.
- Prepare event materials and organize items for shipment, delivery, or on-site use.
- Provide on-site event support, including registration, room setup, vendor coordination, material distribution, attendee assistance, and cleanup.
- Monitor event activities and communicate questions or issues to the appropriate event lead.
- Assist with post-event follow-up, including invoices, attendee feedback, final documentation, supply reconciliation, and lessons learned.
- Maintain organized event files, templates, vendor information, and historical records for future reference.
- Help identify opportunities to improve event processes, attendee communications, and the overall event experience.
- Coordinate conference rooms, presentations, interviews, and meetings, including setup and cleanup.
- Support both on-site and off-site meetings and programs
Administrative Support- Provide administrative and coordination support to event leads, project managers, and team members.
- Maintain project schedules, calendars, deadlines, action-item lists, and status trackers.
- Organize and maintain electronic files, records, event documentation, and shared resources.
- Schedule meetings and prepare meeting invitations, agendas, notes, presentations, and supporting materials.
- Record meeting notes and distribute action items and follow-up information.
- Follow up with team members regarding deadlines, requested information, and outstanding deliverables.
- Prepare routine correspondence, reports, spreadsheets, presentations, and other documents.
- Enter and maintain accurate information in databases, spreadsheets, contact lists, and tracking systems.
- Assist with travel arrangements for speakers, attendees, team members, and other participants as needed.
- Review invoices, expense documentation, and event-related charges for completeness before submitting them for processing.
- Coordinate internal service requests involving meeting space, technology, facilities, catering, shipping, and other event or project needs.
- Assist with client and attendee lists, mailing lists, invitations, labels, and other recurring communications.
- Support Global Practice teams with presentations, brochures, event materials, and other basic marketing collateral.
- Assist with updating PowerPoint presentations and other event-related documents using approved templates.
- Maintain confidentiality and communicate professionally with executives, clients, colleagues, vendors, and guests.
- Perform other duties as assigned and comply with company policies and standards.
Qualifications- High school diploma or GED required.
- Previous administrative, event support, hospitality, project support, or related experience preferred.
- Experience assisting with meetings, conferences, events, or group programs preferred.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Strong organizational and time-management skills.
- Excellent attention to detail and commitment to accuracy.
- Strong written and verbal communication skills.
- Ability to provide professional, responsive service to internal and external stakeholders.
- Ability to manage multiple assignments, shifting priorities, and competing deadlines.
- Ability to follow established processes while using sound judgment to resolve routine issues.
- Ability to work independently on assigned tasks and collaborate effectively with a team.
- Ability to maintain organized records, track details, and follow through on commitments.
- Comfortable communicating with employees at all levels of the organization, as well as clients, vendors, speakers, and event attendees.
- Willingness to provide occasional early morning, evening, or on-site support based on event schedules.
- Ability to travel occasionally for conferences, symposiums, client programs, or Global Practice events, as business needs require.
Preferred Skills- Experience with event registration, attendee management, survey, or project-tracking tools.
- Experience coordinating food and beverage, hotel accommodations, audiovisual services, transportation, or venue logistics.
- Basic experience with Adobe Acrobat, InDesign, or other marketing and design software.
- Experience tracking invoices, expenses, or event budgets.
- Experience supporting executives, clients, speakers, or large employee groups.
- Strong customer-service and problem-solving skills.
ESPO Corporation www.espocorp.com 630-789-2525 View all open jobs at www.espocorp.com/jobs Leaders in Technical Recruiting & Staffing since 1965 ESPO has a comprehensive benefits package which includes PTO, Group Health and Dental Insurance, and 401k after you have satisfied the necessary waiting periods.
We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected Veteran status, or any other attribute or protected characteristic by law. If you need assistance applying, please get in touch with us directly.