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Assistant To Event Coordinator Jobs in Indiana (NOW HIRING)

Newfields

Events Services Coordinator

Indianapolis, IN · On-site

$21/hr

Event Services Coordinator Department: Events Reports To: Events Manager FLSA Status: Non-exempt ... Identify and pursue additional revenue opportunities for secured accounts. * Assist with high ...

Fooda

Event Coordinator (Part-Time)

Indianapolis, IN · On-site

We believe a workplace food program is something employees should love and look forward to every ... Fooda is currently recruiting for a part time Event Coordinator in our Lebanon market. This is an ...

Fooda

Event Coordinator (Part-Time)

Indianapolis, IN · On-site

We believe a workplace food program is something employees should love and look forward to every ... Fooda is currently recruiting for a part time Event Coordinator in our Lebanon market. This is an ...

Rise Against Hunger

Event Facilitator

Indianapolis, IN · On-site

$21/hr

... * Assist in the organization and sanitation of warehouse facilities to ensure they meet health and ... We are a team of volunteer coordinators, fundraising and donor relationship professionals with the ...

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Assistant To Event Coordinator information

What does an assistant to event coordinator do?

An Assistant to Event Coordinator supports the event coordinator in planning, organizing, and executing events. Their responsibilities often include administrative tasks such as managing schedules, communicating with vendors, handling logistics, and ensuring that event details run smoothly. They may also help with on-site coordination, attendee management, and troubleshooting issues as they arise. This role requires strong organizational and communication skills, as well as the ability to work under pressure and adapt to changes quickly.

What are the key skills and qualifications needed to thrive as an assistant to event coordinator?

To thrive as an Assistant to Event Coordinator, you need strong organizational abilities, attention to detail, and basic knowledge of event planning processes, often supported by a degree in hospitality or related experience. Familiarity with event management software, scheduling tools, and office productivity suites is typically required. Excellent communication, teamwork, and problem-solving skills help you manage vendor relationships and adapt to last-minute changes. These skills ensure smooth event execution, client satisfaction, and effective support for the event coordinator.

What are some common challenges faced by an assistant to event coordinator, and how can I prepare for them?

As an Assistant to an Event Coordinator, you may frequently encounter challenges such as managing last-minute changes, juggling multiple tasks simultaneously, and communicating effectively with vendors and team members. Being adaptable and having strong organizational skills will help you stay on top of shifting priorities and tight deadlines. Proactive communication and attention to detail are key to ensuring events run smoothly and client expectations are met. Familiarizing yourself with event management software and basic logistics planning can also give you a strong foundation for success in this dynamic environment.

How to become an assistant to an event coordinator?

To become an assistant to an event coordinator, candidates typically need a high school diploma or equivalent, strong organizational and communication skills, and experience with event planning or related tasks. Gaining familiarity with event management tools and obtaining certifications such as Certified Meeting Professional (CMP) can enhance prospects. Relevant experience can be gained through internships, volunteering, or entry-level roles in hospitality or customer service.

What is an assistant to an event coordinator?

An assistant to an event coordinator provides support in planning and executing events by handling tasks such as coordinating logistics, communicating with vendors, managing schedules, and ensuring smooth operations. This role often requires strong organizational skills, attention to detail, and familiarity with event management tools. It typically involves working closely with the event team and may require flexibility to work evenings or weekends during event times.

What cities in Indiana are hiring for Assistant To Event Coordinator jobs?

Cities in Indiana with the most Assistant To Event Coordinator job openings:

Assistant To Event Coordinator jobs near you

Event Coordinator

Indianapolis, IN • On-site

Indiana Convention Center & Lucas Oil Stadium
Traveler Accommodation • 51 - 200 employees
Learn more about Indiana Convention Center & Lucas Oil Stadiumexternal

$50K - $55K/yr

Full-time

Medical, Dental, Vision, Life, Retirement

Re-posted 5 days ago

Job description

Join the most exciting team in town! 

The Indiana Convention Center & Lucas Oil Stadium (ICCLOS) is a powerhouse destination for some of the largest events in the country.  Every day brings something new with hundreds of events throughout the year and annual events such as the Big Ten Football Championship game, FDIC International, Gen Con, Indiana Black Expo, Indiana Comic Con, National FFA, and PRI. 

The Event Coordinator/Event Manager organizes and supervises the successful implementation, operation, and completion of facility events (Conventions and Tradeshows).

Consideration for Event Manager will be based on previous event management experience, demonstrated leadership, and experience managing complex or large-scale events. 

DUTIES:

  • Serve as a primary facility contact for assigned events from the time the contract is signed through the final settlement.

  • Develop strong working relationships with clients and partners to understand event goals.

  • Create, review, and maintain detailed event documents, timelines, service orders, and operational plans using Momentus.

  • Develop accurate event diagrams and floor plans using AutoCAD.

  • Coordinate event move-in, show days, turnovers, and move-out while responding to client and operational needs.

  • Lead pre-convention meetings, site visits, operational meetings, and other event-related discussions as assigned.

  • Communicate event requirements to internal departments, contractors, service partners, and vendors to ensure coordinated execution.

  • Schedule, coordinate, and oversee labor requirements associated with the Sound and Light department.

  • Monitor event activity throughout the facility and proactively identify and resolve operational challenges.

  • Represent and protect the interests of the Capital Improvement Board (CIB) by ensuring event decisions align with facility policies, contractual obligations, operational standards, financial interests, and the responsible use of facility resources.

  • Review event-related charges and service orders for accuracy and assist with billing and final settlement.

  • Maintain accurate records and event information within Momentus.

  • Act as a liaison between clients and outside service contractors while maintaining the facility’s operational standards.

  • Provide exceptional customer service while balancing client expectations with facility capabilities, policies, safety requirements, and operational needs.

  • Support other events, departments, and facility initiatives as needed, including evenings, weekends, holidays, and extended hours based on the event schedule.


EDUCATION/EXPERIENCE:

Bachelor's degree (B.A.) in event management, sports management, project management, public relations, customer service, or a related field; one to three years of experience organizing and executing large-scale events in a convention center or tradeshow environment; or an equivalent combination of education and experience. We recognize that great candidates may not meet every qualification listed. If you are passionate about event management and believe your skills and experience would make you successful in this role, we encourage you to apply.


What the Indiana Convention Center/Lucas Oil Stadium offers:

    • Pension (after you meet the vesting requirements)

    • Choice of 2 great Health plans through Anthem

    • Choice of 2 great Dental plans through Delta

    • Employer paid Vision Insurance

    • Employer paid Life Insurance

    • When opting into benefits, either $1,500 for Employee only or $2,500 for family plans into your H.S.A.

    • Generous time off

    • Employee events

    • Potential for tickets to events hosted at either the Convention Center or Lucas Oil Stadium

    • Free parking

    • Referral Program ($500 for hired full time referral)


The Indiana Convention Center & Lucas Oil Stadium is an equal opportunity employer.