Events Coordinator

Section 1: Position Summary

The Events Coordinator is a highly organized and detail-oriented professional responsible for the seamless planning and execution of a diverse portfolio of internal company events (approximately 40% of the role). This includes critical gatherings such as quarterly leader meetings, all-associate town halls, key client meetings, executive retreats, and various associate engagement initiatives. In addition, the Events Coordinator will provide essential support to the Events Manager and Events Director in delivering large-scale, externally hosted events like sales conferences, industry trade shows, and incentive programs. This role requires proven proficiency in Cvent and a proactive approach to ensuring exceptional event experiences.

Section 2: Job Functions, Essential Duties and Responsibilities

• Coordinate logistics for internal events, including scheduling, venue arrangements, vendor communication, and preparation of event materials to ensure seamless execution.
• Manage virtual event platforms for key meetings (Zoom, Teams) and partner with external production and internal technology resources to ensure a flawless technical experience.
• Support the development of event communications, including drafting messaging, creating PowerPoint presentations, and contributing to invitation content to ensure consistency with event strategy.
• Assist with tracking and reconciling event-related expenses, support budget documentation, and ensure timely processing of vendor invoices in coordination with the Events Manager and Events Director.
• Assist the Events Manager and Events Director in the planning and execution of large-scale external events by putting together documents, researching venues, reconciling corporate credit card charges, setting up meetings, and other administrative tasks as required.
• Support the development of event communications, including drafting messaging, creating PowerPoint presentations, and contributing to invitation content to ensure consistency with event strategy
• Collaborate with Brand & Creative and Marketing teams to ensure communications meet brand standards.
• Contribute to post-event wrap-up activities, including gathering feedback, organizing debriefs, and compiling lessons learned.
• Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
• At Ascensus we are guided by our Core Values of People Matter, Quality First and Integrity Always®. They inspire us every day to prioritize an environment of respect for those we serve and one another and should be visible in your actions on a day-to-day.
• Assist with other tasks and projects as assigned.

Supervision  

• N/A

Section 3:  Experience, Skills, Knowledge Requirements

• Bachelor’s Degree in hospitality, event management, or a related field.
• A minimum of 3 years supporting or managing events in a fast-paced corporate environment, with a focus on internal meetings and virtual platforms.
• Financial services industry experience preferred.
• Cvent experience required, including building and managing event registration websites, backend configurations, attendee tracking, reporting, and developing custom branded destination pages across multiple lines of business.
• Experience coordinating logistics for various event types, including executive meetings, associate engagement initiatives, and client-facing events.
• Experience managing external vendors, including sourcing, coordination, and ensuring timely delivery of event-related services and materials.
• Strong understanding of virtual event platforms such as Zoom and Microsoft Teams, including setup and live support.
• Excellent organizational, planning, and project management skills with a strong attention to detail.
• Ability to collaborate cross-functionally and communicate effectively with internal stakeholders and external vendors.
• Ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines in a fast-paced environment.
• Approximately 30% travel.
• Cvent certification preferred but not required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Demonstrated commitment to upholding confidentiality and data security standards.
• Ability to foster professional relationships that result in consistent and courteous communication with clients and colleagues.
• Independent and proactive thinker adept at setting goals, prioritizing, and making decisions.
• Exceptional written and verbal communication skills.

For all virtual remote positions, in order to ensure associates can effectively perform their job duties with no distractions, we require an uninterrupted virtual workspace and there is also an expectation of family care being in place during business hours. Additionally, there is an internet work speed requirement of 25 Mbps or better for individual use. If more than one person is utilizing the same internet connection in the same household or building, then a stronger connection is required. If you are unsure of your internet speed, please check with your service provider. Note: For call center roles specifically, it is a requirement to either hardwire your equipment directly to the internet router or ensure your workstation is in close proximity to the router. Please ensure that you are able to meet these expectations before applying.

We are proud to be an Equal Opportunity Employer

The national average salary range for this role is  $75-85k in base pay, exclusive of any bonuses and benefits. This base salary range represents the low and high end of the salary range for this position. Actual salary offered will vary and may be above or below the range based on various factors including but not limited to location, experience, performance, and internal pay alignment. We do not anticipate that candidates hired will begin at the top of the range however, from time to time, it may occur on a case-by-case basis.  Other rewards and benefits may include: 401(k) match, Medical, Dental, Vision, Paid-Time-Off, etc.  For more information, please visit careers.ascensus.com/#Benefits. 

Be aware of employment fraud. All email communications from Ascensus or its hiring managers originate from @ascensus.com or @futureplan.com email addresses. We will never ask you for payment or require you to purchase any equipment. If you are suspicious or unsure about validity of a job posting, we strongly encourage you to apply directly through our website.