Corporate Events Coordinator

About ESi

Engineering Systems Inc. (ESi) is an engineering and scientific investigation and failure analysis firm. We primarily work with law firms, insurance companies, and manufacturers on small to large-scale projects to answer any technical questions they have. Our projects can entail investigating major transportation accidents, equipment failures, personal injury claims, and damage to residential or commercial structures. The variety and depth of our project work creates a variety of fulfilling roles at ESi.

What We Can Offer You

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance
• 401k with employer match
• Eligible for AwardCo recognition, Merit Bonus, and/or Annual Bonus
• Flexible Time Off (FTO) - encouraged to take 20 days of paid time off/year
• Pet Insurance
• Work/Life Balance
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• Access to Wellbeats - on-demand fitness & well-being videos
• Full-size gym & personal trainer at the office multiple times a week
• 30-minute fitness break available in addition to 1-hour lunch break
• Wellness Reimbursement
• Business casual dress code and positive working environment
• Continuing education opportunities

About This Role

As a Corporate Events Coordinator, you will play a pivotal role in planning, organizing, and executing a variety of corporate events, meetings, conferences, and seminars. Your attention to detail, strong organizational skills, creativity, and ability to manage multiple tasks will be crucial in ensuring the success of these events. You will contribute to the company's brand image, enhance employee engagement, and foster positive relationships with clients, partners, and stakeholders through well-executed events that align with the organization's goals.

Key Responsibilities

Event Planning and Coordination:

• Plan, organize, and execute corporate events such as seminars, conferences, workshops, and client meetings.
• Work with BD Specialist to create event packing lists and ship all necessary materials to event site.
• Assist with determining event objectives, themes, and overall strategies in collaboration with internal teams and stakeholders.
• Assist with creating event timelines, budgets, and detailed project plans.

Vendor Management:

• Source and liaise with vendors, including venues, caterers, audio-visual providers, decorators, and transportation services.
• Negotiate contracts, review proposals, and ensure vendors adhere to quality and budgetary requirements.

Budget Oversight:

• Develop and manage event budgets, tracking expenses and ensuring adherence to financial limits.
• Provide regular updates on budget status to relevant stakeholders.

Promotion and Communication:

• Collaborate with marketing and communication teams to develop promotional materials and strategies to maximize event attendance and engagement.
• Create and distribute invitations, manage RSVPs, and provide event details to participants.

On-site Event Management:

• Oversee event setup, registration, and participant coordination on the day of the event.
• Manage event staff and volunteers to ensure seamless execution.

Post-Event Analysis:

• Collect feedback from participants, sponsors, and stakeholders to evaluate event success.
• Prepare post-event reports with insights and recommendations for future improvements.

Qualifications and Skills:

• Bachelor's degree in event management, hospitality, marketing, or related field (or equivalent work experience).
• Proven experience in planning and executing corporate events, from conception to completion.
• Excellent organizational and project management skills.
• Strong interpersonal and communication skills for working with internal teams, vendors, and attendees.
• Proficiency in event management software and tools.
• Ability to be proactive with team members and vendors.
• Ability to work under pressure and handle multiple events simultaneously.
• Creative problem-solving abilities and attention to detail.
• Flexibility to work evenings, weekends, and travel as required by event schedules.
• Knowledge of the latest event trends and industry best practices.

Computer Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand, sit, walk, crawl, climb and lift up to 50 lbs. Work may occasionally need to be reformed at various heights, out of doors in varied climate extremes.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. This position includes working in a variety of environments including office, laboratory, industrial, construction, and outside. Noise levels and temperature will vary, according to the work environment. When appropriate employees will be required to use suitable Personal Protective Equipment (PPE). On a typical day, the employee will be expected to be physically present in the office.

• Relocation assistance will not be provided.

It is the policy of ESi, as an equal opportunity employer, to attract and retain the best-qualified individuals available, without regard to race/ethnicity, color, religion, national origin, gender, sexual orientation, age, disability, or veteran status. ESi is committed to recruiting, hiring, and promoting people with disabilities, as well as veterans.