Job title: Event Co-ordinator
Location: Munich (Campus, Global Technology Company)
Employment Type: Full-time
Language: German and English
Work Site Type: On-site
My client is a leading global brand experience agency providing Content, Creative, Digital Technology, Management, and Insights services. For 30 years, they have utilised three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency.
Managing 37,000+ annual projects across 110 countries, we serve over 130 brands, specialising in Fortune 500 companies within technology, finance, and healthcare. They are part of a broader global leader in event production.
Recent honours include industry Agency of the Year and major global awards for sustainability. Serve as a visible and approachable point of contact for event hosts and attendees within assigned event spaces.
What do you get to do
As an Event Coordinator, you will be instrumental in the seamless planning and execution of Small to Mid-Scale Events for our clients. You will take a proactive role in understanding client objectives, developing comprehensive event plans, and serving as the primary on-site point of contact to ensure successful delivery. Collaborating closely with the wider FIRST team and various internal and external partners, you will contribute to creating exceptional event experiences and fostering strong client relationships within a well-known tech company.
Your Contributions
● Serve as the main point of contact for assigned small to mid-scale events, working directly with event hosts to defi ne their objectives, requirements, and logistical needs.
● Contributing to the event service delivery team by supporting the senior Event Managers throughout the planning and execution process.
● Consult and advise on detailed event plans, including timelines, budget, vendor recommendations, and logistical arrangements, ensuring alignment with client goals.
● Coordinate all logistical aspects of assigned events, including catering, audio-visual requirements, security arrangements, and the management of event materials (swag/collateral).
● Provide consultative planning support to Event Hosts, offering creative solutions and recommendations to enhance the event experience within budgetary constraints.
● Be the primary on-site coordinator for assigned events, overseeing setup, managing vendor activities, assisting with badging, troubleshooting issues, and ensuring all operational and logistical needs are met
● Conduct thorough discovery meetings with Event Hosts to fully understand their event objectives, target audience, and desired outcomes.
● Review event budgets and proactively offer suggestions to optimize spending and maximize the client's investment.
● Organize event logistics, including décor, entertainment, catering, and all other necessary elements, ensuring they align with the event plan and client preferences.
● Collaborate with the Production Coordinator to ensure the timely acquisition of client assets for AV, production, and branding purposes.
Proactively identify opportunities for event enhancements that will contribute to achieving the desired event objectives.
● Review assigned meeting spaces to ensure appropriate allocation and communicate any space needs, changes, or cancellations to the relevant teams.
● Consistently monitor assigned event spaces and setup information to guarantee all event details are current and deadlines are being met.
● Create, manage, and distribute comprehensive event details, project timelines, and key deadlines to all relevant stakeholders and service lines, utilizing approved internal templates.
● Collaborate closely with all relevant departments to defi ne and manage event requirements and deliverables
● Coordinate load-in, setup, and strike schedules with facilities and relevant vendors (AV, décor, catering, security, etc.) to ensure smooth and efficient operations.
● Be motivated to incorporate creative and innovative ideas into event planning and execution.
● Manage multiple Small to Mid-Scale events concurrently, demonstrating strong organizational skills and attention to detail.
Additional
This role requires full-time, on-site presence
● Coordinate and execute event logistics, including manual handling, lifting/moving boxes (15kg/35lbs) and other items like tables and chairs as needed, packaging, taping, labeling, and sorting tasks.
● Remain at times in a stationary position for prolonged periods throughout the day to support the running of our events.
● Move around in different positions to accomplish tasks in environments including tight and confi ned space (moving packages in storage rooms, coat rooms, etc)
● Flexibility of hours, must be willing to work mornings, evenings and potentially weekends as needed
Equal Opportunity Employer
My client is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, colour, religion, origin, sex, age, disability, sexual orientation, gender identity, or any other protected status. We stand firm against discrimination and welcome candidates to discuss adjustments if needed.
Job Types: Full-time, Permanent
Pay: 40.000,00€ - 46.000,00€ per year
Work Location: In person
