Job Description
POSITION SUMMARY
The Events Coordinator plays a key role on the Events team, working collaboratively to plan, coordinate, and execute national and regional events—both virtual and in-person—that support member retention, acquisition, networking, and strategic initiatives. This role requires a highly organized and detail-oriented professional with strong decision-making skills, creativity, and a proactive, service-focused mindset. The ideal candidate is polished, professional, and comfortable engaging with C-level executives, bringing a can-do attitude and maturity to every interaction.
THE COMPANY
Vistage is the world’s largest CEO coaching and peer advisory organization for small and midsize business (SMB) leaders. We offer the most effective approach for SMB enterprises to achieve better results and grow faster and for SMB leaders to maximize their impact.
The 45,000+ members we serve are CEOs, owners and executives of SMB organizations located across the US and in 40 countries worldwide. These SMB executives spend a day or more with Vistage every month, immersing themselves in our comprehensive platform to become better leaders, make better decisions and achieve better results. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), as well as deep insights from subject matter experts.
Vistage was founded more than 65 years ago, and we’ve grown every year since then by innovating to stay on the cutting edge of business and relentlessly delivering value to our members. Our success is demonstrated by Vistage member companies growing 2.2 times faster than non-Vistage peer companies. Learn more about us at
VISTAGE EMPLOYEE LIFE
Vistage’s success is anchored by a unique culture that reinforces employee commitment to the Vistage mission. It is a spirit of collective success and achievement which is also reflected in our workplace. Here’s a sample of the employee experience that helps drive our success:
- Welcome to our home. Our US headquarters sits in the heart of San Diego’s UTC area. It features an open, modern aesthetic with lots of collaboration spaces and opportunities to interact with co-workers. We stay fueled up with free snacks and a weekly free lunch day, along with free lattes and nitro cold brew coffee on tap! From our San Diego base, we collaborate with colleagues based across the country and around the world.
- We sweat the details. Our on-site gym is decked out with Peloton bikes and other top-tier fitness equipment to keep your workout challenging and fresh. Our campus also offers access to an additional gym, volleyball courts, and a scenic office park, perfect for getting in those midday steps!
- We invest in your career. Each employee has an actionable career progression plan developed through individual collaboration with their manager. We focus on promoting from within, and employee progression plans are complemented by all-staff development days held in our state-of-the-art learning center. Employees also have access to tons of individualized development resources and a generous tuition reimbursement program.
- We invest in you. Our employee benefits program is one of the most generous you’ll find. Fully-paid healthcare is provided for employees through Aetna, along with access to dental, vision, and life insurance coverage available to employees at very low rates. Take care of your financial future with eligibility for 401(k) matching funds after your first month as an employee. Use the free individual investment counseling we provide to help you grow the money you’ve saved. You’ll also start with 16 days of paid time off + 12 paid holidays per year to allow you to relax and recharge. Employees receive additional annual paid days off based on tenure.
- We keep it fun! Whether you’re with us in the Padres luxury suite enjoying our summer baseball outing, unwinding during an employee happy hour, or toasting your co-workers at our epic annual holiday party, you’ll see that we take having fun as seriously as helping our members succeed! The office vibe is business casual with flexible schedules, along with the freedom to work from home three days per if you so choose! We value mutual respect and laughter . . . we hate stiff formality. You’ll have regular access to Vistage executives—our CEO even buys everyone doughnuts to fuel his informal employee chats!
Vistage’s culture and sense of mission drive employee loyalty: more than half of our staff has been with the company for five years or longer. Are you ready to start your Vistage journey?
RESPONSIBILITIES:
We set the bar high and constantly take on new challenges. Vistage is a fast-paced environment where every day is “game day.” We’re accountable, inclusive and have an “all-in” attitude as we set goals and take action. We love celebrating your success but don’t have time for excuses. Do you have what it takes?
- Responsible for all planning logistics and implementing all aspects of assigned Events.
- Manage own work flow, deadlines and make decisions necessary to ensure event success.
- Works with venues to check availability and reserve space. Request menus, diagrams and hotel/venue information.
- Coordinate the direct mail pieces, email communications, invitations, collateral, event agendas, post event surveys and timelines.
- Research and coordinate various event vendors such as audio visual, photographers and entertainment, etc.
- Provide research when needed to explore event related options such as give-away items, cost comparisons, vendor alternatives and provide cost-saving ideas.
- Daily use of event software to build registration websites, update information, RSVP management and generate reports.
- Coordinate the shipping and receiving of event and/or marketing related materials.
- Maintain planning documents, tracking and reporting tools for program evaluations and measurement.
- Assist in the management of sponsors/exhibitors on-site at events, where appropriate.
- Direct interaction with members, Chairs, executive team and speakers relating to events. Provide excellent, professional service to everyone who interacts with the Events department.
- Work cross functionally with other departments on event related projects.
- Project manages assignments from start to completion and be flexible when direction needs to shift.
- Strategically think through projects and not just execute on them.
- Other event planning/project management duties as assigned.
- Available to work on-site at events as needed.
QUALIFICATIONS
- 2-3 years experience as a corporate events professional with experience in an event planning position.
- Experience working with high level clientele and executives.
- Exceptional organizational, verbal, written communication and presentation skills.
- Strong Microsoft Word, Excel and PowerPoint Skills.
- Exercises self-initiative to assist the event department and fellow co-workers.
- Must be able to respond to unanticipated situations and shift priorities at a moment’s notice in a fast pace office environment remaining calm in challenging situations.
- Must have the ability to deal with confrontational situations in a calming manner. Must conduct and respond to any feedback or problems in a manner that is consistent with the values and mission of Vistage.
- This job requires a high degree of organization and accuracy with excellent written and verbal communication skills.
- Set up and breakdown event displays, banners and exhibits.
- Must possess a valid California Driver’s License.
WORKING HOURS, TRAVEL, AND TRANSPORTATION EXPECTATIONS
- Early mornings, evenings, nights and weekends as needed for job (long hours, often standing for many hours).
- Travel by plane, train, cab, personal vehicle or rental car (travel = 30-35% of time).
- Stay overnight and work at events either locally or nationally (up to 5 consecutive days).
PHYSICAL DEMANDS
Physical demands are representative of those that must be met to successfully perform essential functions of this job.
- Ability to lift, move and carry boxes, displays or other items up to 50 pounds.
- Unpack, assemble and breakdown displays, climb ladders and stairs, bend and stretch.
- Work in environments with dim to dark lighting and moderate to loud music.
TOTAL COMPENSATION RANGE
$69,000 Salary + 6.5% Bonus (salary based in San Diego, CA)
JOB LOCATION
Hybrid in San Diego; 2 days onsite, 3 days offsite, when not on work travel.
Job Tags
Holiday work, Summer work, Casual work, Remote job, Worldwide, Flexible hours, Shift work, Night shift, Weekend work, Afternoon shift, Early shift,