Job Title:Event Coordinator
Department: Marketing
Reports to: Product & Brand Manager
Approved by / Date: 08.2025 / S. Brooks
Supervisory Responsibilities: No
FLSA Status: Non-Exempt
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The physical demands described in this job description must be met by an employee to successfully perform the essential functions of this job. Special-Lite will make reasonable accommodations to enable individuals with disabilities to perform the essential functions.

POSITION SUMMARY:

The Event Coordinator plans and executes corporate events, trade shows, factory tours, and meetings, participating in all aspects of event coordination, in collaboration with the marketing team and event stakeholders.

QUALIFICATIONS:

• Degree in Hospitality, Event Management, Marketing, or a related field, or equivalent experience.
• Strong organizational and time management skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), space planning, and event management tools.
• Experience with Canva and Adobe Creative Suite is a plus.
• Ability to multitask and work both independently and collaboratively.
• Experience with event planning, logistics, or hospitality is preferred.

Physical Requirements:

• Frequently required to use hands and fingers to handle, feel or operate equipment, tools or controls, and reach with hands and arms.
• Frequently required to talk and hear.
• Frequently required to stand and walk.
• Occasionally required to climb, balance, stoop, kneel, crouch, bend, twist, and crawl.
• Occasionally required to lift, push, pull and/or move up to 50-pounds.
• Specific vision abilities required include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Occasionally subject to loud noise.

• Organize onsite visits, including factory tours, training sessions, meals, lodging, and offsite social events for architects, sales reps, and customers.
• Coordinates product training for sales representatives, distribution partners, and other stakeholders in the sales process.
• Assist with planning quarterly sales rep advisory council meetings, including meeting space setup, meals, lodging, and activities.
• Facilitate the planning of internal company events, such as board meetings, all company meetings, and company picnics.
• Coordinate events hosted at our Learning Lab, conference rooms, or off-site facilities.
• Plan and execute national trade shows, including booth layouts, product displays, giveaways, on-site rentals, and logistics.
• Support regional trade shows by providing materials when requested, coordinating with sales reps, and tracking event needs and item inventory.
• Manages inventory system for trade show and trailer item bookings.
• Coordinate accommodations, catering, and transportation for events.
• Create event support materials and graphics, such as templates for itineraries and meeting agendas, promotional materials, and checklists.
• Coordinates with vendors such as suppliers of promotional items and distribution of promotional items for trade shows, onsite visits, and internal requests.
• Maintain event and planning calendars for all events and onsite visits.
• Facilitate the execution of events as needed, including set-up, tear-down, and food delivery.
• Capture and organize event-related media, such as photos and videos, for marketing purposes.
• Create social media posts for trade shows and any event-related activities.
• Complete communication monitor graphics as assigned, primarily for event-related activities.
• Research trends and best practices in corporate events and recommend ideas to enhance the attendee experience.
• Develop event reports and feedback surveys to evaluate success and provide actionable insights.