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Event Coordinator

4 months ago

Malvern, United States The Institutes Full time

About The Institutes

A not-for-profit organization located in beautiful Malvern, PA, The Institutes have been the leading provider of risk management and property-casualty insurance education for more than 100 years. By living our values-Put the Customer First, Do What You Say, Work Together, Be Innovative and Do the Right Thing- our talented team delivers innovative solutions that best empower risk and insurance professionals to help those in need. In 2024, The Institutes was named a Top Workplace by Philly.com for the ninth time. We understand the importance of work-life balance and provide excellent benefits and a friendly and team-focused work environment to drive employee engagement.

Event Coordinator

The Event Coordinator is responsible for supporting the Enterprise Events Department in running successful internal and external meetings and events.

What You'll Do:

  • Oversight in collaboration with event staff and event owner to ensure appropriate fulfillment of event deliverables per the event manager directions, both on-site and off-site.
  • Communications - answering and directing email to team or handling specific requests, monitoring shared emails, and answering event attendees' questions in a timely and professional manner.
  • Assist in project management and production of in-person events and webinars.
  • Work with event managers and business units on setting up and managing events' registration process and mobile apps, on the company's approved platforms.
  • Assist with the RFP (Request for Proposal) process within CVENT.
  • Attend weekly/bi-weekly event meetings as set by business owner and/or meeting planner.
  • Provide administrative support to Enterprise Events department.
  • Work cross functionally with other departments
  • Promote and adhere to the company's mission, vision, values, and standards.
Required Competencies
  • Communication: Exceptional oral and written communication skills and ability to communicate throughout all levels of the organization, both internally and externally. Ability to present information and respond to questions professionally and effectively, conversationally and in written communications.
  • Customer Focus: Must be customer service oriented and exhibit the best interest of customers as the main priority when delivering goods or services.
  • Time Management: Must be highly self-motivated and demonstrate a high sense of urgency and ability to effectively prioritize and execute tasks in a high-pressure, deadline driven environment.
  • Collaboration: Experience working in a team-oriented, collaborative environment. Exceptional interpersonal skills, with a focus on rapport-building, listening, and questioning skills.
  • Technical Knowledge: Demonstrates technical proficiency in areas of responsibility. Ensures the appropriately applied procedures, requirements, regulations, or policies related to specialized areas of expertise in the production of outputs or results.
  • Work well with others in an environment requiring teamwork, quick problem resolution, and shifting priorities.
  • Willingness and ability to learn new technologies.
  • Proven ability to organize and prioritize workload.
What We're Looking For:
  • Associates degree or equivalent experience required.
  • One to three years' experience in a customer service or client-facing role. Event industry experience is preferred.
  • Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and general office technology and knowledge of basic computer hardware.
  • Must be detail-oriented and possess strong organizational and follow-up skills.
  • Familiar with CVENT and ON24 platforms preferred.
The Best Part? The Benefits

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:
  • 401(k) plan with company contribution up to 16%
  • Generous time off package that includes paid vacation, personal, sick and holidays
  • Paid maternity and parental leave
  • Tuition reimbursement
  • Medical, dental, vision and prescription coverage
  • On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25 mile walking path


Role is hybrid with at least two days each week in the office. Candidates should be able to commute to Malvern, PA at least two days per week.