Event Coordinator

Our client, an international service organization dedicated to sisterhood, scholarship, and service, is looking for a Conference and Meeting Events Coordinator to join their team on a long-term contract basis, starting immediately.Location: Hyde Park, IL (Onsite)Pay Range: $25-30/hr.Hours: 40/weekDuration: OngoingThe Conference & Meeting Coordinator will support the Assistant Director of Meetings in the end-to-end planning, coordination, and execution of meetings, conferences, and special events. This role requires a proactive, detail-oriented professional with strong organizational skills, vendor management experience, and the ability to work independently in a fast-paced, high-volume environment.You’ll serve as the right hand to the Assistant Director, managing day-to-day logistics, timelines, and communications that ensure each event is executed with excellence.Key Responsibilities-Event Coordination & PlanningSupport the planning and execution of large-scale conferences (20,000–25,000 attendees) and smaller meetings throughout the year.Coordinate logistics including venue selection, vendor contracts, catering, AV, transportation, and accommodations.Manage event timelines, task lists, and run-of-show documentation.Prepare materials, signage, and meeting collateral for on-site use.-Vendor & Partner ManagementCommunicate directly with external vendors to review specs, confirm details, and ensure deliverables meet event standards.Coordinate bids, proposals, and contracts in collaboration with the Assistant Director.Serve as a key liaison between the internal meetings team, external partners, and suppliers.-Administrative & Operational SupportProvide day-to-day administrative assistance including scheduling, document management, and expense tracking.Maintain organized records of event budgets, contracts, and post-event reports.Ensure compliance with internal approval processes and budgetary guidelines.-Cross-Department CollaborationPartner with internal departments (communications, logistics, finance, etc.) to ensure all aspects of each event are aligned and well-coordinated.Support on-site execution as needed and provide real-time problem-solving during events.Qualifications & ExperienceBachelor’s degree in Hospitality, Event Management, Communications, or a related field preferred.2-3 years of professional experience in event, conference, or meeting coordination.Proven success managing logistics for large-scale events (5,000+ attendees) strongly preferred.Strong vendor and project management experience with excellent attention to detail.Ability to operate independently with minimal supervision in a structured, on-site environment.Excellent communication, multitasking, and problem-solving skills.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with event management tools or CRMs.A passion for mission-driven organizations and high-impact events.Why Join the TeamThis is an opportunity to play a key role in producing some of the most inspiring and high-profile gatherings in the organization’s history. You’ll work alongside a team dedicated to excellence, collaboration, and service—while supporting events that empower and celebrate women of impact across the nation.