Event Coordinator (Part Time)

The Event Coordinatoris a part-time position thatprovides essential administrative and operational support to theFlightSafetyEvents Team, ensuring smooth planning, documentation, andbudgetingsupport.This role is primarily administrative and office-based;it includes periodiclocaltravel to support onsitelogistics andevent registration.The ideal candidate is organized, detail-driven, and comfortableproviding administrativesupportfora high-volume events calendar, while also stepping in for hands-on tasks as needed.

The following duties are essential to the successfuland satisfactory performance of this job. Other duties may be assigned.

Administrative & Project Support

• Provide day-to-day administrative support for the Events Team, including scheduling, document preparation, expense tracking,procurement,and vendor coordination.
• Maintainaccurateevent files and ensure all documentation is organized and saved in theappropriate shareddepartment folders.
• Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, andlogisticsoverviews.
• Support the coordination of event registrations, attendee lists, internal communications, and briefing documents.
• Assistwith processing payments, managing contracts, and tracking project milestones.

Event Planning Assistance

• Support the EventsTeamand internal stakeholders with pre-event planning,including reviewing exhibit kits, gathering requirements, and placing show orders.
• Coordinate shipments with the DFS warehouse and track all inbound and outbound event materials.
• Assistwith creating event recaps, feedback summaries, and follow-up reporting.
• Coordinate and set up smallerlocalevents.

Marketing & Cross-Functional Collaboration

• Work with the Marketing team on event-related tasks such as registration forms,procurementmanagement,andConcur Expense and Invoicing.
• Attend conferencecallsand marketing team meetings as needed.
• Coordinate catering orders and manage for local and on-site events.
• Communicate professionally with vendors, partners, and internal teams to support seamless planning.

Onsite Support (Occasional Travel)

• Attendselect events to support onsite coordination, registration management, vendor check-in, and basiceventsetup or packing tasks.
• Assistwith unpacking small materials, organizing displays, and providing general onsite support as needed.
• Ensure event materials are returned, documented, and restockedpost-event appropriately.

Other Duties

• Supportadditionaladministrative projects and department initiatives as assigned.

• Associate's degree or 3+ years of experience in an administrative role

• 3+ years of experience in administrative support or event coordination (global marketing environment a plus).

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational, communication, and prioritization skills.
• Experience tracking budgets, managing documents, or supporting project workflows.
• Comfortable interacting with colleagues at all levels.
• Experience with Concur, Monday.com, or Smartsheetis highly recommendedbut notrequired.
• Abilitytodemonstrateprior experience supporting eventoperations or administrative functions through examples of planning documents, processes, orlogisticsmanagement.
• Highly organized, dependable, and detail-oriented, with strong administrative and project coordination skills.
• Comfortable balancing multiple tasks, deadlines, and communication streams in a fast-paced environment.
• Abilitytoanticipateneeds and support the team before issues arise.
• Positive, solution-oriented, and collaborative with internal teams and external partners.

While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee isfrequentlyrequired to walk and sit. The employee must regularly lift and /or move up to 10 pounds,frequentlylift and or move up to 25 pounds and occasionally lift and or move up to 50 pounds.