Events Coordinator

Job Description

Job Description

***This is a 5 day a week in office on site opportunity***

About World System Builder

World System Builder staff are committed to supporting financial services associates who strive to bring financial education to individuals and families throughout North America.

Why Choose WSB?

We offer a competitive, exciting and friendly work environment that positions our employees for longevity and success. Our team-oriented culture fosters an environment that empowers our people to make a positive impact in people’s lives. We are committed to providing you with competitive benefits. Join us in taking the first step toward a challenging and rewarding work environment at this family-run business!

We are the perfect fit if you:

• are seeking a progressive work environment at a growing organization
• have a desire to help others through financial and business education
• are focused on learning and development to enhance your industry knowledge and expertise
• are a self-starter willing to invest time and energy to learn the various aspects of our business
• believe in integrity and building success by developing relationships with others

The selected candidate will work closely with management and other event coordinators to organize the company’s corporate events ranging in size across North America and international destinations. This position will focus on coordinating event logistics, communicating with participants, managing travel, on-site event support, and more. Additional duties as needed including general office administration.

Essential Functions:

• Execute the planning, organizing, and coordinating of company’s worldwide events for up to 15,000+ attendees
• Monitor and track event and business contests for qualifications and/or reimbursements
• Find venues for conventions, meetings, incentive trips and send RFP to suppliers
• Serve as point of contact for meeting attendees and external partners
• Manage event logistics, including registration and attendee tracking, presentation and materials support, travel and lodging management for staff and participants, and budget tracking
• Develop plans and timetables to ensure that meetings are implemented on a timely basis and executed within established budgets
• Assist with vendor selection, evaluation, negotiation, and contract management
• Oversee event production and onsite coordination: setup, guest management, vendor coordination, and troubleshooting
• Own and maintain weekly reporting to management
• Manage email communications and compose professional correspondences
• Provide general office support, e.g., answering phones, ordering supplies, etc. as needed
• Coordinate and track multiple events and programs simultaneously, ensuring all deadlines and deliverables are met
• Create user-friendly registration forms using conditional logic to streamline attendee experience
• Deliver high-level customer service support to attendees and vendors via phone and email
• Maintain ongoing communication with product providers to support event needs and build reliable partnerships
• Negotiate and manage hotel blocks for events, ensuring attrition clauses are met, securing courtesy blocks when applicable, and managing additions and changes before deadlines
• Oversees all aspects of food and beverage for events including but not limited to- timely delivery, dietary needs, and aligns with budgets and expectations
• Send out post-event surveys and organize attendees feedback to improve future events as needed
• Support weekly team webinars onsite by managing Zoom logistics, troubleshooting, and note-taking
• Maintain up-to-date event trackers, timelines, and documentation to support team alignment, accurate planning, and end-of-year analysis
• Propose new ideas for contests, event formats, incentives, and engagement strategies

Education:

1. A minimum education level of: Bachelor's Degree preferred but not required

EXPERIENCE REQUIREMENTS FOR THE JOB

1. Years of Related Experience: 2+ years event planning experience
2. Proficiency in Microsoft Office Suite (especially Excel) and Google Workspace
3. Previous customer service experience
4. Previous experience with and a strong understanding of event planning, logistics, registration, vendor coordination, and on-site execution

KNOWLEDGE, SKILLS AND ABILITIES FOR THIS JOB

1. Strong communication, writing, and interpersonal skills.
2. Highly organized, detail-oriented, and able to manage multiple priorities simultaneously.
3. Proactive, solution-oriented, and the ability to thrive in a fast-paced team environment.
4. Adaptable and remains calm under high-pressure situations.
5. Confident working independently as well as collaborating as a team.
6. Maintains confidentiality and professionalism while also consistently delivering high-quality work.
7. Must be able to communicate effectively with all levels of the organization and with clients, both verbally and in writing.
8. Travel is required for 3+ major events per year.

Preferred Qualifications:

1. Experience supporting small-to-large scale events
2. Background in hospitality, customer experience
3. Experience with Asana or other project management platforms
4. Experience with event registration platforms such as RegFox, Eventbrite, Cvent or similar tools
5. Experience with marketing communication platforms such as Mailchimp
6. Experience with customer relations management platforms such as Freshdesk

Additional Comments: Describe any other aspects of this job that are important and have not been covered in the previous sections.

WSB reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. WSB may require an employee to perform duties outside their normal description.