Event Coordinator (Cvent Certified Professional)

About Us:

HearingLife is a national hearing care company under the Demant umbrella and in association with Oticon. Built on a heritage of care, health, and innovation since 1904, HearingLife operates more than 600 hearing care centers across 42 states. We follow a scientific, results-oriented approach to hearing healthcare that is provided by highly skilled and caring professionals. Our vision is to help more people hear better through life-changing hearing health delivered by the best personalized care.

This is a part time position, up to 30 hours a week and the pay rate is up to $45/hr.

Purpose Statement:

Support the planning and execution of engaging, well-organized company events that align with organizational goals and create meaningful experiences for Team Members, leaders, and partners. The Event Coordinator is responsible for coordinating event details, systems, vendors, budgets, timelines, registration, and onsite logistics while partnering with the Events Team and internal stakeholders to ensure successful event outcomes.

Position Summary:

The Event Coordinator provides specialized event planning and coordination support for company events from initial planning through post-event wrap-up. This role manages event planning systems, project timelines, budgets, contracts, vendors, registration platforms, sponsorships, production partners, and attendee experiences. The Event Coordinator partners closely with the Events Team to translate event strategy into detailed plans and coordinated execution, providing expertise and additional capacity in areas requiring specialized event planning and technology experience.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities, timelines, and stakeholders. This role requires strong project coordination skills, attention to detail, sound judgment, and the ability to anticipate needs and contribute to a seamless event experience.

Essential Job Functions:

Event Planning & Execution

Support the planning and coordinate the detailed execution of company events from initial planning through post-event wrap-up, ensuring timelines, deliverables, logistics, and key milestones remain on track.

Build and maintain event project plans and timelines in Asana; provide regular planning updates, identify risks and decisions needed, and communicate recommendations to the Events Team.

Manage Cvent, Passkey, and event application administration, including registration, attendee information, hotel blocks, and related event technology.

Coordinate contracts, approvals, vendor deliverables, venues, AV, production, DMCs, speaking coaches, and other specialized event partners.

Support event budgets, forecasting, expense tracking, and post-event reconciliation.

Coordinate sponsorship fulfillment and activations.

Support the development of event agendas, run-of-show documents, room layouts, diagrams, awards ceremony flow, and other event planning materials.

Support the design and coordination of attendee, VIP, volunteer, and other stakeholder experiences, ensuring event logistics and details contribute to a seamless and engaging experience.

Partner with Internal Communications on pre-registration communications and event content needs.

Partner with the Events Team on detailed onsite event execution, including vendor coordination, registration, production, attendee support, troubleshooting, and overall event logistics.

Complete post-event reconciliation, document lessons learned, feedback, and recommendations.

Perform other duties and responsibilities as assigned in support of successful event planning and execution.

This job description is not intended to include an inclusive list of responsibilities. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Education and Experience:

Required: Bachelor's degree in Event Management, Hospitality, Communications, or an equivalent professional certificate in Event Management or Hospitality.

Required: Cvent Certified Professional with demonstrated advanced proficiency in Cvent event management and registration technology.

Required: Minimum of 5 years of professional experience in corporate event planning and execution, with demonstrated ownership of complex events from initial planning through onsite execution and post-event reconciliation.

Required: Demonstrated experience managing large-scale corporate events with budgets of $600,000 or more, including budget development, forecasting, expense tracking, and reconciliation.

Required: Proven experience coordinating AV, production, staging, and event technology for corporate events.

Required: Experience managing venues, hotels, vendors, contracts, DMCs, and other event partners.

Required: Demonstrated proficiency with Asana, Cvent, Passkey, event mobile applications, and other event technology and project management platforms.

Demonstrated experience coordinating VIP, executive, speaker, volunteer, and attendee experiences for corporate events.

Demonstrated ability to identify event risks, anticipate planning needs, make recommendations, and effectively resolve issues in a fast-paced event environment.

Strong project management, organizational, communication, negotiation, financial management, and problem-solving skills, with the ability to manage multiple complex priorities, deadlines, and stakeholders simultaneously.

Key Job Competencies:

Event & Project Management - Plans, coordinates, and executes complex corporate events while effectively managing timelines, deliverables, budgets, and competing priorities.

Organization & Attention to Detail - Maintains a high level of organization and accuracy across multiple event details, deadlines, vendors, systems, and stakeholders.

Prioritization & Time Management - Effectively prioritizes work within a part-time schedule and focuses time and resources on the highest-impact priorities and deadlines.

Self-Directed & Accountable - Works independently with limited oversight, takes initiative, follows through on commitments, and proactively identifies and addresses needs.

Communication & Collaboration - Communicates clearly and proactively and works effectively with leadership, internal teams, vendors, and external partners.

Vendor & Financial Management - Effectively manages vendor relationships, event budgets, forecasting, expenses, and reconciliation while maintaining financial accountability.

Problem Solving & Decision Making - Anticipates risks, identifies potential challenges, and takes appropriate action to keep events and deliverables on track.

Attendee Experience & Event Readiness - Understands attendee, VIP, speaker, and volunteer needs and remains flexible, composed, and solutions-focused during onsite event execution.

Technology & Systems Proficiency - Demonstrates strong proficiency with Cvent and other event technology and project management platforms, including Asana, Passkey, and event applications.

Travel:

Required to travel as needed for event and in-person meetings, 5-10%.

We are an Equal Opportunity / Affirmative Action employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, sex, national origin, disability, or protected veteran status.

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