Event Support Coordinator

We are seeking an Operations and Events Coordinator to support high-impact initiatives with a primary focus on event coordination and special project delivery. This role partners directly with the Program Manager and Operations Manager to plan, execute, and manage meetings, events, conferences, and cross-functional projects. The ideal candidate brings experience in security operations or a related field, thrives in a fast-paced, emergency-driven environment, and has a passion for problem-solving, organization, and delivering exceptional event experiences. This individual will serve as the first point of contact for executive on-site and off-site events, maintaining a polished and professional presence at all times.

Responsibilities

• Plan, prioritize, schedule, and ensure delivery of executive meetings, events, conferences, and workshops—both on-site and off-site
• Serve as the primary logistical point of contact for event coordination, health/safety protocols, and attendee management
• Coordinate with vendors and contractors to ensure on-time, high-quality delivery of event services, security systems, and operational support
• Manage event communications and requests, ensuring timely and accurate follow-through
• Develop and implement event policies, protocols, and standard operating procedures
• Maintain composure and sound judgment in high-pressure, high-visibility situations involving executives, authorities, clients, and the public
• Support the design and delivery of project deliverables including roadmaps, project plans, change impact assessments, and communications plans
• Support cross-functional meetings: capture notes, update project documents, and manage QBRs reviews
• Prepare drafts of executive-level presentations for senior leadership
• Create and maintain comprehensive project documentation with timely stakeholder updates
• Contribute to business case development, change management planning, and governance preparation
• Use project management and workflow tools to monitor schedules, manage tasks, and report progress
• Work collaboratively across business, creative, and technical teams—including geographically distributed partners
• Function as a team player who can both lead initiatives and execute on the direction of senior leaders
• Manage stakeholder expectations and provide regular, transparent updates on project status
• Supervise and direct workflow for event-related and operational communications

Requirements

• 4+ years of relevant project coordination, operations, or administrative experience
• Solid planning and organizational skills with strong attention to detail
• Ability to manage multiple projects simultaneously and meet deadlines independently
• Professional written and verbal communication skills
• Experience creating presentations for senior levels of leadership
• Experience working with cross-functional and geographically distributed teams
• Proficiency in Microsoft Office Suite (especially Excel), Google Workspace, and project management tools
• Ability to analyze, prioritize requests, and identify critical issues quickly
• High emotional intelligence, customer focus, and a professional, global mindset
• Willingness to work evenings and weekends as necessitated by events
• Up to 40% travel required

Nice to have

• Previous experience in event security logistics and/or event planning
• Background in security operations or an emergency-driven business environment
• Experience in project management, change management, communications, business analysis, or financial management
• Comfort learning new technology and applications quickly