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Events & Office Coordinator

2 months ago

chicago, United States The Equus Group Full time

Our client is seeking an Events & Office Coordinator to join their team in Chicago. This hybrid role will support both event planning and general office management responsibilities, providing administrative assistance for high-profile events, day-to-day office operations, and staff coordination. The ideal candidate will ensure smooth event execution while keeping the office organized and efficient.


Responsibilities:

  • Event Coordination:
  • Support the planning and execution of conferences, workshops, social events, board meetings, and virtual events.
  • Manage event registration processes, including maintaining accurate lists and acting as the internal point of contact.
  • Coordinate transportation, venue sourcing, and travel arrangements for off-site events.
  • Assist with hotel room block management, including reporting and maintaining communication with internal and external contacts.
  • Arrange and support the execution of annual regional events and company holiday parties.
  • Prepare all event materials, including correspondence, invitations, and attendee resources.
  • Facilitate the payment of invoices and expense management related to events.
  • Office Management:
  • Maintain general office operations, including managing office supplies, overseeing vendor relationships, and supporting administrative tasks.
  • Serve as a point of contact for staff and leadership regarding office logistics.
  • Coordinate and schedule internal meetings, ensuring meeting minutes are drafted and distributed as needed.
  • Assist with travel arrangements and scheduling for executive staff as needed.
  • Administrative Support:
  • Prepare and manage written correspondence with clients, vendors, and internal stakeholders.
  • Support administrative functions such as document preparation, filing, and internal communication.
  • Provide ongoing support to ensure the office and events team operate smoothly and efficiently.


Qualifications:

  • Bachelor’s degree.
  • 1 to 2 years of relevant experience in event planning, office management, or administrative support.
  • Strong organizational skills and attention to detail.
  • Ability to manage multiple tasks and adapt to shifting priorities.
  • Excellent verbal and written communication skills.
  • Proficiency in Microsoft Office Suite programs (Word, Excel, PowerPoint, Outlook).
  • Critical thinking, problem-solving, and ability to take initiative.


The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.