Corporate Event Coordinator

The Corporate Events Coordinator owns the coordination and execution of LWCC's agent-facing and flagship corporate events, ensuring each reflects the LWCC brand consistently and drives pride of association. This is a part-time role. The Coordinator leads and coordinates 20+ distinct events and initiatives annually across Agency Relations and MarComm, plus ongoing agent entertainment and hosting across LSU home schedules. The role also oversees promotional items and swag management, and supports the Agency Relations team as capacity allows.

Responsibilities

• Event coordination and execution
• The Coordinator leads and coordinates 20+ distinct events and initiatives annually across Agency Relations and MarComm, plus ongoing agent entertainment and hosting across the LSU home schedules for football, baseball, and basketball, and select industry conferences. Generally includes events such as the below, while remaining flexible to evolving event strategies and needs:
• Agency Relations events and agent entertainment: Agency Council, APEX, and SEP committee meetings; the annual agent incentive trip; CompAcademy for Agents (and a potential CompAcademy 201); the Louisiana Loyal Leadership Summit; the Agent Tailgate; Agent Coffee Talk; agent-oriented webinars; in-agency agent education (EXCHANGE); agent industry conferences (Big I, PIA, and others); and agent hosting at LSU sporting events (baseball, football, and men's and women's basketball).
• MarComm events: the Speaker Series benefiting the Kids' Chance Scholarship Program; the Louisiana Loyal Service Project (12+ annually, in partnership with First Tuesday); OneDay; and the annual employee meeting.
• Core event duties:
• Provide the seamless delivery and execution of all assigned events, ensuring each achieves its established strategy and goals.
• Coordinate the project management of events, including setting dates with consideration for internal and external conflicts; confirming a shared strategy and goals before execution; building comprehensive event plans in the team’s project-management system; delegating tasks; proactively updating stakeholders on status and needs; scheduling planning and post-mortem meetings; coordinating creative deliverables with LWCC’s Graphic Designer; building runs-of-show; and coordinating with other departments with a vested interest in each event.
• Own event registration, including registration software and reporting, and monitor registration to determine when follow-up is needed and whether the event is attracting the desired stakeholders.
• Lead travel coordination for events requiring travel, including air and ground transportation, hotel booking, food and beverage, and activities planning.
• Perform financial duties, including contributing to detailed event budgets, monitoring budget execution, processing refunds, and completing post-event financial actions.
• Coordinate event logistics and space, including layout concepting, space reservation with Facilities, IT/AV requirements, external vendors (rentals, entertainment, décor), menu and food-and-beverage execution, and environmental signage, décor, and lighting.
• Perform on-site coordination, including registration, customer-service fulfillment, food-and-beverage and AV delivery, security liaison, and sponsorship fulfillment.
• Build and maintain relationships with vendors and own LWCC’s event vendor contact list.
• Assist LWCC’s Lead Communications Specialist with event-related pieces, including the promotions plan, internal and external emails, program and handout content, and scripts and talking points.
• Pursue stewardship opportunities, including post-event surveys, testimonial solicitation, and thanking sponsors.
• Promotional items and swag management
• Coordinate promotional items for stakeholders, including sourcing, vetting, quality control, and making final recommendations.
• Manage swag inventory across Agency Relations and MarComm needs, facilitating economies of scale.
• Coordinate the annual LWCC employee Pop-Up shop, collaborating with IT and Finance to execute orders.
• Beyond the core events function, and as capacity allows, the Coordinator supports the Agency Relations team by helping coordinate and execute existing and new agent-facing programs, and contributes ideas to improve them to better meet agent needs and company goals.

Requirements

• Strong project-management and organizational skills, with the ability to manage multiple events simultaneously
• Strong interpersonal and communication skills and a customer-service orientation
• Strong attention to detail and the ability to multitask and prioritize
• Vendor- and budget-management ability
• Adaptive and resourceful, comfortable coordinating across departments
• Proficiency in Microsoft Office; familiarity with Basecamp desired but not required
• Interest in the workers' compensation business; willingness to learn LWCC systems
• Personal-development focused, with a desire to grow within the organization
• Bachelor's degree in marketing, business, communications, or a related field, or four years of relevant experience

Nice to have

• Experience in event coordination and/or a customer-facing role preferred
• Interest in the property and casualty insurance industry, preferably workers' compensation
• Entry-level candidates with strong organizational, analytical, and relationship skills and a desire to grow will be considered

Benefits

• Our company offers an excellent benefits package including health, dental, vision, life and disability insurance; a 401(k) savings plan; educational assistance; and an on-site fitness center. LWCC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, religion, sex, age, handicap, Vietnam era or disabled veteran status.