Event Coordinator

Job Description

Job Description

Cultivate is currently recruiting a full-time Event Coordinator to join our team. The Event Coordinator will be responsible for the successful delivery and execution of assigned event programs, as well as overseeing freight logistics, inventory management, and vendor coordination for our Gifting Programs.

Successful candidates will have a direct impact on key business productivity, financial performance, and customer experience metrics. Strong leadership, communication, and negotiation skills are essential, along with the ability to positively influence and drive event team performance without direct authority.

Delivering an exceptional customer experience—and handling last-minute challenges with professionalism and a smile—is critical to success in this role. Event Coordinators are masters of multitasking, adept at managing event logistics while engaging with meeting planners, hotel staff, guests, and the Cultivate on-site team.

What You Will Do

Champion events from sales pass-off through post-event wrap-up

Build strong and effective internal cross-departmental relationships (sales, purchasing, accounting, etc.) fostering an environment for collaborative problem-solving, learning, and development

Become the company’s main liaison with assigned clients to confirm all event details are captured and effectively executed

Coordinate on-site logistics, staffing, travel, product and display shipments, and post-event reconciliation

Build event / on-site staffing schedules and manage pre-event staffing activities

Maintain project plans, files, and other event / shipping documentation thoroughly and accurately in accordance with company, departmental, and country (import / export) policies and requirements

Work with vendors (fulfillment warehouses, freight forwarders, etc.) to ensure timely, cost-effective execution

Build valuable relationships with new and existing freight forwarding partners

Monitor import / export processes to ensure compliance with regulatory and legal requirements

Collaborate with multiple company departments on issues concerning customer satisfaction, returns and claims, transportation, logistics systems, and imports / exports; solve, improve, and share best practices

Travel to and support on-site performance and management of key events, including gift experience set-up and take-down as needed

Track expenses and assist in financial reconciliation, appropriately balancing event ROI and client satisfaction

Manage sample and / or event asset inventory out of the Boulder office weekly.

Support the Event Team with administrative tasks like billing, shipping and package tracking as required.

Create and manage freight quotes for the sales organization.

Coordinate with warehouse vendors regarding asset management questions and / or support

Must Haves

4-year college degree required

Prior event management, hospitality, or promotional experience preferred

Highly organized and detail-oriented with excellent follow-up and time management / prioritization ability

Outstanding written and verbal communication

Proficiency with G Suite and MS Office Suite

Willingness to work flexible hours and travel up to 25%

This position requires working in the Boulder office at least two days per week.

Standout Skills

Comfort and agility in resolving unexpected issues that inevitably arise in event planning and execution

Strong problem-solving skills and ability to meet critical deadlines through independently prioritizing tasks, issues, and information

A relentless commitment to continuous improvement

An infectious, positive, can-do attitude