Event Coordinator (Part Time)

Purpose of Position

The Event Coordinator is a part-time position that provides essential administrative and operational support to the FlightSafety Events Team, ensuring smooth planning, documentation, and execution of small in-person events and select U.S. tradeshows. While this role is primarily administrative and office-based, it includes periodic travel to support onsite logistics, event registration, and basic booth setup needs. The ideal candidate is organized, detail-driven, and comfortable supporting a high-volume events calendar, while also stepping in for hands-on tasks during travel as needed.

Tasks and Responsibilities

Administrative & Project Support

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

Event Planning Assistance

• Support the Events Team and 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.
• Assist with creating event recaps, feedback summaries, and follow-up reporting.
• Coordinate and set up smaller events.

Marketing & Cross-Functional Collaboration

• Work with the Marketing team on event-related tasks such as promotional materials, booth graphics updates, registration forms, and website/advertising content.
• Communicate professionally with vendors, partners, and internal teams to support seamless planning.

Onsite Support (Occasional Travel)

• Travel to select events to support onsite coordination, registration management, vendor check-in, and basic event setup or packing tasks.
• Assist with unpacking small materials, organizing displays, and providing general onsite support as needed.
• Ensure event materials are returned, documented, and restocked post-event appropriately.

Other Duties

• Support additional administrative projects and department initiatives as assigned.

Minimum Education

• Bachelor’s degree

Minimum Experience

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

Knowledge, Skills, Abilities

• 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 Smartsheet preferred but not required.
• Ability to demonstrate prior experience supporting or coordinating events, operations, or administrative functions through examples of planning documents, processes, or logistics management.
• 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.
• Ability to anticipate needs and support the team before issues arise.
• Positive, solution-oriented, and collaborative with internal teams and external partners.

Physical Demands and Work Environment

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 is frequently required to walk and sit. The employee must regularly lift and /or move up to 10 pounds, frequently lift and or move up to 25 pounds and occasionally lift and or move up to 50 pounds.