Events Coordinator

What You’ll Do

Events & Program Coordination

Support coordination and execution of corporate meetings, leadership programs, retreats, conferences, and internal events

Coordinate event logistics including venue communication, room blocks, catering, transportation, audiovisual needs, and attendee support

Manage attendee communications, confirmations, schedules, travel details, and event logistics

Maintain event calendars, tracking spreadsheets, planning timelines, and organizational documents

Coordinate hotel accommodations and travel arrangements related to meetings and events

Support on-site event execution and day-of coordination activities

Track invoices, receipts, expenses, and post-event follow-up items

Assist with setup of meeting materials, name tags, signage, printed collateral, and event resources

Help support a positive and organized attendee experience throughout events and programs

Communication & Administrative Support

Draft and distribute agendas, logistics documents, reminders, confirmations, and event communications

Coordinate scheduling and meeting logistics with internal stakeholders, vendors, and office administrators

Maintain organized planning files, event documentation, and shared resources

Support presentation preparation and coordination of meeting materials

Assist with ongoing updates to planning documents, attendee lists, and event records

Vendor & Team Coordination

Build and maintain positive working relationships with hotels, venues, caterers, and external vendors

Partner with internal planning teams and office administrators to coordinate event details

Support collaboration across multiple offices and teams throughout the planning process

Assist with maintaining organized event processes and coordination workflows

Who We’re Looking For

3+ years of experience in event coordination, hospitality, executive support, administrative support, project coordination, or related experience

Strong organizational skills with exceptional attention to detail and follow-through

Ability to manage multiple projects, deadlines, and priorities simultaneously

Ability to work independently, prioritize tasks, and manage responsibilities with minimal oversight

A proactive mindset with strong initiative and the ability to anticipate needs before they arise

Excellent written and verbal communication skills

Strong interpersonal skills with a collaborative and service-oriented mindset

Experience supporting meetings, conferences, retreats, or company events preferred

Proficiency with Microsoft Office Suite, Outlook, Excel, Teams, and virtual meeting platforms

Ability to adapt quickly and stay organized in fast-paced or changing environments

Professionalism when interacting with employees, vendors, and event attendees

Interest or experience in photography, presentation support, graphic design, or visual event materials is a plus

Ability and willingness to travel approximately 4-6 times per year in support of company meetings, conferences, and events

What Makes You Successful in This Role

Strong organizational skills with the ability to keep projects, timelines, and event details moving forward effectively\

Exceptional attention to detail and consistent follow-through

A proactive and resourceful approach to problem-solving and event support

Adaptability and the ability to remain calm in fast-paced or changing environments

A collaborative, service-oriented mindset with a willingness to support others where needed

Comfort working behind the scenes to help meetings, programs, and events run smoothly

Dependability and accountability in managing assigned responsibilities

An interest in creating organized, welcoming, and positive experiences for attendees and internal teams

Physical & Work Environment

This role may be performed remotely or from a KPFF office and includes a combination of desk-based coordination work and on-site event support.

You must be willing and able to travel periodically in support of company meetings, conferences, retreats, and internal programs.

During event execution and peak planning periods, you may spend extended periods standing, walking, moving between meeting spaces, and supporting event setup and coordination activities.

You may occasionally lift, carry, and transport event materials, supplies, signage, boxes, or equipment up to 25 pounds.

You must be comfortable working in fast-paced environments while managing multiple priorities and responding to changing event needs in real time.

You may regularly navigate hotels, conference venues, airports, and large meeting environments during multi-day events.

This role requires the ability to use a computer and standard office equipment for extended periods of time.

Why KPFF

KPFF is a collaborative, people-centered organization that values connection, curiosity, and long-term growth. In this role, you will support meaningful programs and events that help bring together employees and leaders from across the firm while contributing to a…