Event Coordinator

Vintti is a forward-thinking staffing agency at the forefront of global talent solutions. We specialize in connecting US-based SMBs, startups, and firms with highly skilled professionals from Latin America. Our innovative approach breaks down geographical barriers, allowing businesses to tap into a rich pool of diverse talent while offering Latin American professionals access to exciting international career opportunities. Vintti builds bridges across continents, fostering cultural exchange and driving business growth through strategic staffing solutions.

An Event Coordinator is responsible for organizing and overseeing all aspects of events, from conception to completion. This role involves planning logistics, selecting venues, coordinating with vendors, managing budgets, and ensuring everything runs smoothly on the event day. Event Coordinators work closely with clients to understand their needs and objectives, creating tailored events that meet their expectations. They also handle any issues that arise, ensuring a seamless and enjoyable experience for all attendees. Strong organizational, communication, and problem-solving skills are essential for success in this role.

- Bachelor's degree in Event Management, Hospitality, Business, or related field
- Minimum of 3 years of experience in event planning or coordination
- Proven track record of successfully managing and executing events
- Strong negotiation and vendor management skills
- Excellent organizational and time management skills
- Ability to multitask and handle multiple projects simultaneously
- Exceptional communication and interpersonal skills
- Proficiency in event management software and tools
- Strong budgeting and financial management capabilities
- Detail-oriented with a keen eye for quality and precision
- Ability to work well under pressure and meet tight deadlines
- Flexibility to work irregular hours, including evenings, weekends, and holidays
- Problem-solving skills and ability to handle unexpected challenges
- Familiarity with health, safety, and legal regulations related to events
- Strong leadership skills with the ability to supervise and motivate staff and volunteers
- Creative thinking and the ability to develop innovative event concepts
- Ability to travel to event locations as required
- Experience in marketing and promoting events is a plus
- Ability to provide high-quality customer service and handle guest inquiries professionally
- Strong computer skills, including proficiency in Microsoft Office suite

- Plan and execute events from start to finish according to requirements, target audience, and objectives.
- Develop event concepts and themes aligned with client expectations.
- Prepare and manage event budgets, including cost control measures.
- Source and negotiate with vendors, suppliers, and contractors.
- Secure venues and arrange necessary permits and insurance.
- Organize and manage event logistics, including transportation and accommodations.
- Coordinate with internal teams such as marketing, design, and PR for event promotions.
- Develop and manage event timelines and schedules.
- Oversee setup, execution, and break down of events.
- Ensure events comply with health, safety, and legal regulations.
- Handle and troubleshoot any emerging issues on the event day.
- Supervise and direct event support staff and volunteers.
- Manage event registration processes and attendee communications.
- Provide on-site support to ensure smooth event operations.
- Collect and analyze feedback from stakeholders, attendees, and participants post-event.
- Compile detailed post-event reports and evaluations.
- Maintain detailed records of all event-related activities and transactions.
- Coordinate and manage VIP guest arrangements, including travel and hospitality.
- Develop and implement contingency plans as necessary.
- Foster relationships with partners, sponsors, and clients for future events.

The ideal candidate for the Event Coordinator role is a highly motivated individual with a Bachelor's degree in Event Management, Hospitality, Business, or a related field, coupled with a minimum of three years of proven experience in event planning and coordination. They possess exceptional organizational and time management skills, ensuring that they can handle multiple projects simultaneously with remarkable precision and attention to detail. Their strong negotiation skills and vendor management capabilities enable them to secure the best deals and manage budgets effectively. The ideal candidate excels under pressure, demonstrating flexibility and adaptability in fast-paced environments while maintaining a calm, resilient demeanor. With excellent communication and interpersonal skills, they foster strong relationships with clients, stakeholders, and team members, ensuring a high standard of customer service. This candidate is a creative thinker with innovative event concepts and strategic planning abilities, proficient in event management software and tools. They have a deep understanding of health, safety, and legal regulations related to events and possess strong leadership skills to supervise and motivate staff and volunteers. Additionally, their strong ethical standards, financial acumen, and commitment to continuous improvement and learning set them apart, making them an exceptional fit for this role.

- Coordinate logistics for event setup, including arranging seating, equipment, and decorations
- Communicate with vendors to negotiate contracts and ensure timely delivery of services and products
- Create detailed event plans, timelines, and checklists
- Manage event budgets, track expenses, and process payments
- Oversee registration processes and attendee management
- Liaise with clients to understand their vision and requirements for the event
- Conduct site visits to ensure the venue meets the event's needs
- Coordinate with marketing and PR teams to promote events
- Monitor event day activities to ensure smooth operations and resolve any issues in real-time
- Handle guest inquiries and provide excellent customer service
- Supervise onsite staff and volunteers during the event
- Prepare event materials, including name tags, programs, and signage
- Conduct post-event evaluations to gather feedback and identify areas for improvement
- Maintain event records and compile detailed reports on event success and metrics
- Collaborate with the design team to develop event branding and materials
- Ensure compliance with health, safety, and legal regulations
- Coordinate travel and accommodation arrangements for speakers and VIP guests

- Resourceful and proactive problem-solver
- Exceptional attention to detail and precision
- Strong project management skills
- Effective communicator with excellent interpersonal skills
- Highly creative with innovative thinking
- Strategic planning and organizational capabilities
- Adaptability and flexibility to work in fast-paced environments
- Strong leadership and team management abilities
- Resilient under pressure with a calm demeanor
- Customer-focused with a high standard of service
- Ability to build and maintain strong relationships with stakeholders
- Strong negotiation skills
- Tech-savvy with proficiency in various event management tools
- Highly motivated and self-driven
- Strong ethical standards and professionalism
- Excellent conflict resolution and crisis management skills
- Strong financial acumen
- Enthusiastic and passionate about event planning
- Commitment to continuous improvement and learning

- Competitive salary range: $50,000 - $70,000 annually
- Comprehensive health, dental, and vision insurance plans
- 401(k) retirement plan with company matching
- Paid time off (PTO) including vacation days, sick leave, and holidays
- Flexible work hours and the option for remote work when appropriate
- Professional development opportunities and access to industry conferences
- Tuition reimbursement for relevant courses and training programs
- Employee assistance program for personal and professional support
- Opportunities for growth and advancement within the company
- Collaborative and supportive work environment
- Employee wellness programs and initiatives
- Company-sponsored social events and team-building activities
- Travel opportunities for event planning and coordination
- Performance-based bonuses and incentives
- Life and disability insurance plans
- Access to cutting-edge event planning software and tools