Event & Project Coordinator

JOB SUMMARY

The Event and Project Coordinator plays a key support role on TMF’s Learning and Innovation team. This position assists in the coordination and execution of live and virtual events, ensuring all logistical and administrative aspects are handled efficiently. Working under the supervision of the Project Manager, the Coordinator helps manage details such as participant registration, travel coordination, materials preparation, and data tracking. This role also contributes to team operations by supporting communications, vendor coordination, and ongoing project tasks.

Event   Support & Logistics

• Assist with planning and coordination of logistics for live and virtual events.

• Support attendee registration,   travel and lodging arrangements, and meal coordination.

• Prepare and pack event materials such as handouts, name tags, signage, and hospitality supplies.

Administrative   & Project Support

• Maintain event records,   spreadsheets, and checklists to ensure timelines are met.

• Assist with tracking attendance, compiling participant information, and entering data into   Salesforce.

• Assist with creating and proofreading communication materials for events (emails, schedules, etc.).

• Process and track invoices and payments for event vendors, facilitators, and participants. 

Vendor   & Facilitator Coordination

• Provide administrative support related to vendor and speaker/facilitator coordination.

• Assist with sending contracts and collecting banking information and W-9s.

Onsite   & Virtual Event Assistance

• Provide real-time support during events—either in-person or virtually—including check-ins, material distribution, and troubleshooting.

• Assist with in-office A/V and platform setup under direction from the Project Manager or Event Manager.

Team   Collaboration & Operations

• Participate in team meetings and contribute to post-event debriefs.

• Support general Learning and   Innovation team projects as needed.

• Identify opportunities for improving administrative workflows and event preparation processes.

COMPETENCIES/SKILLS

Experience in customer service,   marketing, events, or public relations is a plus, but not required

Passion for helping others

Exceptional organizational   skills and meticulous attention to detail

Excellent written and verbal   communication skills

Approachable and personable

Ability to thrive in a   fast-paced environment

Team-oriented mentality

EXPERIENCE

MS Office - Intermediate Skill Required

Salesforce, Accounting, and Event software - Desirable, but must be willing to learn