Event Coordinator
The Meeting and Events Coordinator supports the planning and execution of 15-20 diverse events annually, including networking receptions, executive meetings, and conferences. This role involves managing event logistics, vendor coordination, registration, and communications while collaborating across departments in a hybrid work environment. The position offers early-career professionals an opportunity to develop event management skills and gain exposure to industry leaders through hands-on event coordination and occasional travel.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Nonprofit / Trade Association / Events.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Role Overview
Confidential Client is hiring a Meeting and Events Coordinator (Event Coordinator) to join their events team in Mundelein, IL. This early-career, full-time role supports planning and execution of ~15–20 internal and external events annually — from executive meetings and networking receptions to industry conferences and webinars. The role is hybrid (in-office Tue–Thu) with periodic remote weeks and occasional evening or extended hours around events.
What You’ll Do
- Assist with coordination and onsite support for ~15–20 events per year (internal gatherings, networking receptions, executive meetings, industry conferences, webinars).
- Manage event logistics: venue research, catering and A/V coordination, signage, materials preparation.
- Create and maintain registration pages, attendee lists, and invitation distribution.
- Draft and send invitations, confirmations, reminders, and event communications.
- Monitor registrations, prepare attendance reports, and update internal stakeholders.
- Support onsite registration and attendee experience to ensure smooth execution.
- Maintain event timelines, track deadlines, and manage multiple project tasks concurrently.
- Research venues, vendors, and event services; recommend options and emerging trends.
- Assist with vendor contracts, invoice processing, and recordkeeping.
- Provide administrative support: scheduling, contact database updates, shared events inbox management, shipping coordination, and internal announcements.
- Collaborate跨-functional teams to keep event planning and execution aligned.
- Travel outside the Mundelein / Chicago area approximately 3–7 times per year for site visits and onsite event support.
Qualifications
- Bachelor’s degree required.
- Approximately 1–2 years relevant experience in event coordination, event planning, hospitality, project management, or related roles (internships and campus activity experience count).
- Strong organizational skills and exceptional attention to detail.
- Excellent written and verbal communication; comfortable interacting with senior executives and stakeholders.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Familiarity with event registration/management platforms (Cvent, Swoogo, Social Tables) is a plus.
- Quick to learn new software and event technologies.
- Strong time-management and prioritization skills.
- Professional demeanor, collaborative mindset, and ability to handle confidential information with discretion.
- Flexibility to work occasional evenings and extended hours during peak event periods.
Work Schedule, Location & Travel
- Location: Mundelein, IL (hybrid). In-office Tuesday–Thursday; periodic remote weeks.
- Standard schedule: Monday–Friday, 9:00 AM–5:30 PM (37.5 hours/week).
- Salary range: $53,100–$59,000 annually.
- Exempt, salaried position.
- Travel: approximately 3–7 times per year for venue visits and event execution.
- Occasional overtime or extended hours may be necessary around events.
Benefits & Perks
- Eligible for medical, dental, and vision benefits.
- 401(k) eligibility.
- Hands-on experience across a diverse portfolio of events with exposure to executive-level meetings and industry thought leadership.
- Opportunity to build a long-term career in event planning and management.
- Collaborative work environment with cross-departmental partnership.
- Hybrid work arrangement that balances remote flexibility with on-site collaboration.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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