Job Description

Southwest Michigan First is seeking a full-time Event Coordinator to support the planning and execution of events hosted in our facility and throughout the region. This position is ideal for someone who is organized, detail-oriented, and passionate about creating exceptional guest experiences.

At Southwest Michigan First, we drive excellence in all we do. This role requires someone who consistently delivers high-quality work, takes pride in detail, and ensures every event is executed with professionalism and care.

The Event Coordinator will work closely with the Operations Team and play an active role in managing event logistics from start to finish including event planning, vendor coordination, catering, registration, and onsite execution. This role will also support sales lead tracking and accurate data entry.

We are looking for a proactive team member who thrives in a fast-paced environment, takes ownership of their work, and is excited to curate and steward events that create meaningful impact in our community. This person will bring thoughtful details and special touches to every step of the event process, ensuring each experience feels polished, memorable, and intentionally designed. They will also help guide our team through planning and execution to ensure every event is delivered with excellence.

Primary Responsibilities

• Coordination and execution of events hosted in our facility from planning through completion, as needed.
• Support event management from inquiry to contract to logistics planning and post-event follow-up.
• Oversee event registrations and invoicing for Southwest Michigan First programs and events.
• Partner with event sponsors to understand goals, expectations, and event requirements.
• Ensure all event details are organized and executed to create an exceptional guest experience.
• Maintain strong working relationships with clients, vendors, community partners, and internal staff.
• Communicate with potential and existing clients with professionalism and exceptional customer service.
• Place orders for food, services, rentals, and equipment required for events.
• Coordinate event communications and materials including invitations, name tents, place cards, name tags, agendas, and other attendee resources.
• Track sales lead and maintain accurate event data and records.
• Order and maintain inventory of event-related supplies (linens, décor, candles, etc.) for internal and rental event use.
• Lead event setup and breakdown, including moving tables, chairs, supplies, and décor as needed.

Physical Requirements

• Ability to lift a minimum of 25 pounds without assistance (tables, chairs, event supplies, décor).
• Mobility and stamina to support event needs throughout a multi-floor building, including frequent walking, standing, and lifting during event setup and execution.

Minimum Qualifications

• Associate or bachelor’s degree in hospitality, Business, Event Management, Marketing, Communications, Public Relations, or a related field (or equivalent professional experience).
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Excellent customer service skills with strong written and verbal communication.
• High attention to detail with a commitment to accuracy, follow-through, and professionalism.
• Ability to work independently while also contributing effectively as part of a team.
• Ability to consistently meet deadlines and deliver results with a high level of quality.
• Commitment to excellence in all work, with the ability to execute events at a high standard from planning through completion.
• Comfortable working with a variety of stakeholders including sponsors, vendors, clients, and internal leadership.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with event platforms or CRM/database systems is a must.
• Ability to take direction and feedback in a positive and productive manner.
• Strong work ethic, positive attitude, and willingness to jump in where needed to ensure event success.

WHY SOUTHWEST MICHIGAN FIRST?

• Competitive Insurance Benefits Package: Our comprehensive insurance package ensures you and your family are covered with health and dental plans that meet your needs.
• Employer-Paid Life Insurance: We prioritize your well-being by providing life insurance coverage at no cost to you, offering peace of mind for you and your loved ones.
• Employer-Paid HSA (Health Savings Account): Take advantage of our HSA to save on medical expenses with pre-tax dollars, enhancing your financial wellness.
• Employer Contribution Retirement Plan (100% Vested Immediately): Plan for your future with confidence. Our retirement plan includes employer contributions that are fully vested from day one, ensuring your long-term financial security.
• Wellness Reimbursement: We support your commitment to well-being with a reimbursement program for wellness-related expenses, promoting a healthy work-life balance.
• 16 Paid Holidays: Enjoy a generous holiday schedule, allowing you to celebrate and recharge throughout the year.
• Half Day Fridays (Memorial Day to Labor Day): Embrace work-life balance with half-day Fridays during the summer months, giving you extra time to relax and enjoy personal pursuits.
• Stocked Kitchen: Fuel your day with our stocked kitchen, providing snacks and beverages to keep you refreshed and productive.

Interested? Apply now! All applications require:

• Cover Letter
• Resume

About Southwest Michigan First

Southwest Michigan First is an organization of privately funded economic development advisors who act as the catalyst for economic success in Southwest Michigan. Founded in 1999 on the principle that the greatest force for change is a job, the organization works across all industries throughout the seven counties making up the Southwest Michigan region.

Southwest Michigan First provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex, national origin, age, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristics protected by federal, state or local laws. In addition to federal law requirements, Southwest Michigan First complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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