Job Description
Job Description
Cultivate is currently recruiting a full-time Event Coordinator to join our team. The Event Coordinator will be responsible for the successful delivery and execution of assigned event programs, as well as overseeing freight logistics, inventory management, and vendor coordination for our Gifting Programs.
Successful candidates will have a direct impact on key business productivity, financial performance, and customer experience metrics. Strong leadership, communication, and negotiation skills are essential, along with the ability to positively influence and drive event team performance without direct authority.
Delivering an exceptional customer experience—and handling last-minute challenges with professionalism and a smile—is critical to success in this role. Event Coordinators are masters of multitasking, adept at managing event logistics while engaging with meeting planners, hotel staff, guests, and the Cultivate on-site team.
What You Will Do
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Champion events from sales pass-off through post-event wrap-up
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Build strong and effective internal cross-departmental relationships (sales, purchasing, accounting, etc.) fostering an environment for collaborative problem-solving, learning, and development
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Become the company’s main liaison with assigned clients to confirm all event details are captured and effectively executed
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Coordinate on-site logistics, staffing, travel, product and display shipments, and post-event reconciliation
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Build event/on-site staffing schedules and manage pre-event staffing activities
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Maintain project plans, files, and other event/shipping documentation thoroughly and accurately in accordance with company, departmental, and country (import/export) policies and requirements
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Work with vendors (fulfillment warehouses, freight forwarders, etc.) to ensure timely, cost-effective execution
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Build valuable relationships with new and existing freight forwarding partners
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Monitor import/export processes to ensure compliance with regulatory and legal requirements
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Collaborate with multiple company departments on issues concerning customer satisfaction, returns and claims, transportation, logistics systems, and imports/exports; solve, improve, and share best practices
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Travel to and support on-site performance and management of key events, including gift experience set-up and take-down as needed
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Track expenses and assist in financial reconciliation, appropriately balancing event ROI and client satisfaction
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Manage sample and/or event asset inventory out of the Boulder office weekly.
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Support the Event Team with administrative tasks like billing, shipping and package tracking as required.
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Create and manage freight quotes for the sales organization.
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Coordinate with warehouse vendors regarding asset management questions and/or support
Must Haves
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4-year college degree required
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Prior event management, hospitality, or promotional experience preferred
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Highly organized and detail-oriented with excellent follow-up and time management/prioritization ability
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Outstanding written and verbal communication
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Proficiency with G Suite and MS Office Suite
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Willingness to work flexible hours and travel up to 25%
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This position requires working in the Boulder office at least two days per week.
Standout Skills
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Comfort and agility in resolving unexpected issues that inevitably arise in event planning and execution
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Strong problem-solving skills and ability to meet critical deadlines through independently prioritizing tasks, issues, and information
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A relentless commitment to continuous improvement
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An infectious, positive, can-do attitude