Visual Display Coordinator Jobs Near Me

The Event Coordinator is a part-time position that provides essential administrative and operational support to the FlightSafety Events Team, ensuring smooth planning, documentation, and budgeting support. This role is primarily administrative and office-based; it includes periodic local travel to support onsite logistics and event registration. The ideal candidate is organized, detail-driven, and comfortable providing administrative support for a high-volume events calendar, while also stepping in for hands-on tasks as needed. 

The following duties are essential to the successful and satisfactory performance of this job.  Other duties may be assigned.  

Administrative & Project Support 

• Provide day-to-day administrative support for the Events Team, including scheduling, document preparation, expense tracking, procurement, and vendor coordination. 
• Maintain accurate event files and ensure all documentation is organized and saved in the appropriate shared department folders. 
• Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews. 
• Support the coordination of event registrations, attendee lists, internal communications, and briefing documents. 
• Assist with processing payments, managing contracts, and tracking project milestones. 

Event Planning Assistance 

• Support the Events Team and internal stakeholders with pre-event planning, including reviewing exhibit kits, gathering requirements, and placing show orders. 
• Coordinate shipments with the DFS warehouse and track all inbound and outbound event materials. 
• Assist with creating event recaps, feedback summaries, and follow-up reporting. 
• Coordinate and set up smaller local events. 

Marketing & Cross-Functional Collaboration 

• Work with the Marketing team on event-related tasks such as registration forms, procurement management, and Concur Expense and Invoicing. 
• Attend conference calls and marketing team meetings as needed. 
• Coordinate catering orders and manage for local and on-site events. 
• Communicate professionally with vendors, partners, and internal teams to support seamless planning. 

Onsite Support (Occasional Travel) 

• Attend select events to support onsite coordination, registration management, vendor check-in, and basic event setup or packing tasks. 
• Assist with unpacking small materials, organizing displays, and providing general onsite support as needed. 
• Ensure event materials are returned, documented, and restocked post-event appropriately. 

Other Duties 

• Support additional administrative projects and department initiatives as assigned. 

• Associate's degree or 3+ years of experience in an administrative role

• 3+ years of experience in administrative support or event coordination (global marketing environment a plus).

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). 
• Strong organizational, communication, and prioritization skills. 
• Experience tracking budgets, managing documents, or supporting project workflows. 
• Comfortable interacting with colleagues at all levels. 
• Experience with Concur, Monday.com, or Smartsheet is highly recommended but not required. 
• Ability to demonstrate prior experience supporting event operations or administrative functions through examples of planning documents, processes, or logistics management. 
• Highly organized, dependable, and detail-oriented, with strong administrative and project coordination skills. 
• Comfortable balancing multiple tasks, deadlines, and communication streams in a fast-paced environment. 
• Ability to anticipate needs and support the team before issues arise. 
• Positive, solution-oriented, and collaborative with internal teams and external partners. 

While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee is frequently required to walk and sit. The employee must regularly lift and /or move up to 10 pounds, frequently lift and or move up to 25 pounds and occasionally lift and or move up to 50 pounds.