Marketing Event Coordinator

at  Integrity Marketing Group

ABOUT PHP AGENCY

Founded in 2009, PHP Agency Inc. is a tech-enabled national field marketing organization (FMO) headquartered in Addison, Texas. With over 27,000 licensed agents nationally in 49 states and Puerto Rico, PHP’s agents have educated and served over 450,000 American families. PHP partners with leading insurance and annuity carriers and provides part-time or full-time opportunities to those seeking careers as life insurance agents. For more information, visit www.phpagency.com.

JOB SUMMARY

We are seeking a dynamic and detail-oriented Event Coordinator to oversee and facilitate all aspects of meeting planning. This role involves managing multiple national meetings, both small and large-scale conferences and events, ensuring seamless execution from site selection to post-event reporting. The ideal candidate will be innovative, resourceful, and possess exceptional client service skills.

PRIMARY SKILLS & REQUIREMENTS

• Innovative and resourceful; actively seeks opportunities to improve meetings and events.
• Experienced at negotiating and building partnerships with vendors.
• Exceptional client service skills and enjoys working with the public.
• Strong time management skills and ability to manage concurrent tasks efficiently.
• Superior attention to detail and first-class organizational skills.
• High energy, positive, professional attitude, and pride in work product.
• Strong computer skills, including Microsoft Office and experience using cloud-based project management tools.
• Basic web design experience and/or knowledge of HTML.
• Excellent written and verbal communication skills.
• Great team member: willing to roll up your sleeves and pitch in to help colleagues when needed.
• Certified Meeting Planner (CMP) a plus, but not required.
• Minimum completion of a bachelor’s degree.
• Minimum 3 years of event/meeting coordination experience required.

• Oversee and facilitate all aspects of meeting planning, including site selection, vendor negotiation, event registration, marketing, onsite staffing, and post-event reporting.
• Manage multiple national meetings and events simultaneously.
• Collaborate with the Supervisor on digital management of contracts, speaker bios, session descriptions, handouts, and RFPs.
• Create and send event marketing communications via email, web, and print.
• Send and track correspondence with speakers and sponsors/exhibitors.
• Coordinate the creation of event agendas.
• Organize and manage the event registration platform pre/during/post event.
• Project manage deliverables with all team members to ensure deadlines are met.
• Prepare banquet event order (BEO) information with event venues.
• Coordinate travel, lodging, and expenses for participants traveling to meetings.
• Create and manage budgets, and collect registration, sponsorship income, and exhibit fees.
• Provide excellent customer service by working directly with registrants on problems and inquiries.
• Develop and maintain solid relationships with exhibitors/sponsors.
• Coordinate with the marketing team on event materials and signage.
• Oversee meeting preparation, supplies ordering, and packing/shipping of event materials.
• Coordinate with events and recognition teams to source and organize event recognition.
• Staff events and manage onsite event registration, including occasional travel to regional and national meetings.
• Perform data entry and daily administrative functions.
• Create invoices and receipts as requested, and track expenses for event budget reconciliation.
• Create and analyze online evaluations/surveys and prepare post-event reports.
• Perform other duties as assigned by the Supervisor/Executive Team.