Event Program Coordinator

Overview 

The Event Program Coordinator is responsible for every aspect of an event, from the preliminary stages of planning and communications to ensuring and evaluating success afterwards. This individual will be well-organized and competent in vendor management and event coordination. Communication skills and attention to detail are key attributes of a successful Event Program Coordinator.  

 The Event Program Coordinator will also be responsible for delegating tasks to the appropriate people as needed and managing team members to make sure that Petrosoft is on track for a successful event.  

• Perform research to gain deep understanding of different requirements and details of each event; successfully manage event calendar, travel, communication, and additional needs, on time and on budget. 
• Coordinate on-site and virtual events with attention to financial and time constraints 
• Manage all event operations (ordering, planning, travel, collateral, email communication, etc.) 

• Manage all vendors and orders for the event, including booths, merch, rentals, collateral, etc. 
• Oversee event happenings and act quickly to resolve problems 
• Liaise with vendors, exhibitors, and stakeholders before and during the event to ensure that the event is successful  
• Manage event staff assignments and delegation 
• Maintain event budgets and track overall expenses regularly 

• Conduct inspections before and during the event to make sure everything is up to standards 
• Assess event success and submit findings after every event 
• Track event follow ups, success and KPIs; report and advise 
• Other tasks as required 
• May also manage Partner relationships to identify and organize co-marketing opportunities 

• Increase leads/demos/sales through in person industry events and virtual events. 
• Improve client retention and leads through webinars. 
• Ensure that events go smoothly to maintain professional brand – and manage all communications around events to boost leads/participation and any surrounding events or opportunities pertaining to events and/or event locations. 
• Identify new areas of opportunity for events. 

• Excellent organizational skill with the ability to successfully multi-task. 
• Attention to detail and accuracy. 
• Self-motivated and results focused. 
• Ability to work independently and with a team.  

• Adaptability in prioritization of tasks.  
• Ability to manage multiple projects and work to tight deadlines. 
• Excellent public speaking skills.  
• Critical thinking and problem-solving skills.  
• Proficient computer skills.  

• Organization and time management skills.  
• Excellent verbal communication skills. 
• Outstanding written and verbal communication  
• Critical thinking skills 
• Able to handle stress and remain calm 

• A proven track record of organizing successful events 
• Proficient in MS Office 
• Experience with marketing automation platform, or willingness to learn 

• Experience with webinar platforms, or willingness to learn 
• Excellent vendor management skills 

High School Diploma