Events Coordinator
Kids for the Future
- Saint Paul, Illinois, United States
- Saint Paul, Illinois, United States
About
Collectivus Holdings is a dynamic business group encompassing many of the most prestigious brands in the Collecting, Trading Card Game, and Hobby industries. With a century’s worth of collective experience in driving product and service innovation, high-end quality standards, and elevated customer experience, Collectivus brands are among the most recognized and loved throughout the world by the communities they serve.
Locations : Aarhus – Dallas – Delhi – Lisbon – Nashville – Seattle – Worldwide
Job Title:
Event Coordinator
Reporting Line:
Events Manager
The Events Coordinator supports the planning and execution of company events by managing logistics, coordinating details, and ensuring operational readiness. This role works closely with the Director of Events and Event Manager to execute high-quality events, maintain organization across multiple workstreams, and ensure nothing falls through the cracks.
This is a highly detail-oriented, execution-focused role that plays a critical part in delivering seamless event experiences.
Key Responsibilities Event Planning & Coordination Support
Partner with Event Manager in day-to-day planning and execution of events
Assist in building and maintaining project timelines, task trackers, and planning documents
Coordinate internal meetings, updates, and follow-ups to ensure progress stays on track
Help prepare run-of-show documents and execution materials
Logistics & Operations
Shipping and tracking of materials
Inventory preparation and organization
Vendor coordination and communication
Travel arrangements and accommodations
Ensure all materials arrive on time and are properly organized for events
Assist with on-site setup, execution, and breakdown
Administrative & Process Support
Maintain and update event documentation, trackers, and shared files
Support adherence to established event SOPs, templates, and checklists
Assist in managing event intake forms and ensuring required information is collected
Track deadlines and proactively follow up to keep teams aligned
Cross-Functional Coordination
Communicate with internal teams (Marketing, Sales, Operations) to gather needed inputs and materials
Ensure alignment on deliverables such as assets, product, and staffing
Escalate risks or missing information to the Event Manager or Director as needed
On-Site Execution
Setup and teardown
Staff coordination
Troubleshooting logistical issues
Ensure execution details are handled smoothly and efficiently
Post-Event Support
Assist in gathering event data, receipts, and documentation
Support post-event recaps and reporting
Help track inventory returns and reconcile materials
Qualifications
1–3 years of experience in event coordination, operations, or administrative support
Strong organizational and time management skills with high attention to detail
Ability to manage multiple tasks and deadlines in a fast-paced environment
Strong communication and follow‑up skills
Willingness to be hands‑on and support on‑site event execution
Proficiency in basic project management and collaboration tools (e.g., Excel, project trackers, shared docs)
Success Metrics
Timely and accurate execution of logistics and deliverables
Strong organization and tracking across all assigned events
Minimal missed details or last‑minute issues
Positive feedback from Event Manager and Director
Effective support of SOP adherence and process consistency
What This Role Is NOT
Not responsible for owning overall event strategy
Not the primary decision‑maker on event direction or scope
Not solely administrative—this role is hands‑on and critical to execution success
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Languages
- English
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