Events Coordinator

Responsibilities

• Events & Program Coordination
• Support coordination and execution of corporate meetings, leadership programs, retreats, conferences, and internal events
• Coordinate event logistics including venue communication, room blocks, catering, transportation, audiovisual needs, and attendee support
• Manage attendee communications, confirmations, schedules, travel details, and event logistics
• Maintain event calendars, tracking spreadsheets, planning timelines, and organizational documents
• Coordinate hotel accommodations and travel arrangements related to meetings and events
• Support on-site event execution and day-of coordination activities
• Track invoices, receipts, expenses, and post-event follow-up items
• Assist with setup of meeting materials, name tags, signage, printed collateral, and event resources
• Help support a positive and organized attendee experience throughout events and programs
• Communication & Administrative Support
• Draft and distribute agendas, logistics documents, reminders, confirmations, and event communications
• Coordinate scheduling and meeting logistics with internal stakeholders, vendors, and office administrators
• Maintain organized planning files, event documentation, and shared resources
• Support presentation preparation and coordination of meeting materials
• Assist with ongoing updates to planning documents, attendee lists, and event records
• Vendor & Team Coordination
• Build and maintain positive working relationships with hotels, venues, caterers, and external vendors
• Partner with internal planning teams and office administrators to coordinate event details
• Support collaboration across multiple offices and teams throughout the planning process
• Assist with maintaining organized event processes and coordination workflows
• Who We're Looking For
• 3+ years of experience in event coordination, hospitality, executive support, administrative support, project coordination, or related experience
• Strong organizational skills with exceptional attention to detail and follow-through
• Ability to manage multiple projects, deadlines, and priorities simultaneously
• Ability to work independently, prioritize tasks, and manage responsibilities with minimal oversight
• A proactive mindset with strong initiative and the ability to anticipate needs before they arise
• Excellent written and verbal communication skills
• Strong interpersonal skills with a collaborative and service-oriented mindset
• Experience supporting meetings, conferences, retreats, or company events preferred
• Proficiency with Microsoft Office Suite, Outlook, Excel, Teams, and virtual meeting platforms
• Ability to adapt quickly and stay organized in fast-paced or changing environments
• Professionalism when interacting with employees, vendors, and event attendees
• Interest or experience in photography, presentation support, graphic design, or visual event materials is a plus
• Ability and willingness to travel approximately 4-6 times per year in support of company meetings, conferences, and events
• What Makes You Successful in This Role
• Strong organizational skills with the ability to keep projects, timelines, and event details moving forward effectively\
• Exceptional attention to detail and consistent follow-through
• A proactive and resourceful approach to problem-solving and event support
• Adaptability and the ability to remain calm in fast-paced or changing environments
• A collaborative, service-oriented mindset with a willingness to support others where needed
• Comfort working behind the scenes to help meetings, programs, and events run smoothly
• Dependability and accountability in managing assigned responsibilities
• An interest in creating organized, welcoming, and positive experiences for attendees and internal teams
• Physical & Work Environment
• This role may be performed remotely or from a KPFF office and includes a combination of desk-based coordination work and on-site event support.
• You must be willing and able to travel periodically in support of company meetings, conferences, retreats, and internal programs.
• During event execution and peak planning periods, you may spend extended periods standing, walking, moving between meeting spaces, and supporting event setup and coordination activities.
• You may occasionally lift, carry, and transport event materials, supplies, signage, boxes, or equipment up to 25 pounds.
• You must be comfortable working in fast-paced environments while managing multiple priorities and responding to changing event needs in real time.
• You may regularly navigate hotels, conference venues, airports, and large meeting environments during multi-day events.
• This role requires the ability to use a computer and standard office equipment for extended periods of time.
• Why KPFF
• KPFF is a collaborative, people-centered organization that values connection, curiosity, and long-term growth. In this role, you will support meaningful programs and events that help bring together employees and leaders from across the firm while contributing to a hig

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