Appointment Setter & Events Coordinator

About Us

Hybrid Financial is a fast-growing financial firm dedicated to helping individuals and families build secure and fulfilling retirement plans. We are known for delivering exceptional client experiences through strategic financial guidance and high-impact educational events. Our seminars and client appreciation events are central to our growth strategy, and we are seeking a polished, people-driven professional to join our close-knit team as an Events Coordinator & Appointment Setter.

This role is highly visible and client-facing, playing a critical part in event execution, relationship building, and ensuring prospective clients take the next step by scheduling appointments immediately following seminars.

Position Summary

The Appointment Setter & Events Coordinator is primarily responsible for coordinating educational seminars and client events, managing attendee engagement, and converting event interest into scheduled appointments. This position is essential to maximizing the success of our events by ensuring a seamless experience—from RSVP management through on-site execution and, most importantly, securing appointments with attendees at the conclusion of each seminar with the goal of securing new clients and business.

The ideal candidate is organized, personable, confident in conversation, and comfortable guiding prospects toward scheduling consultations in a professional, service-oriented manner.

Key Responsibilities

Event Coordination & Seminar Execution

·       Coordinate and support all educational dinner seminars and client appreciation events (approximately 5–10 evenings per month)

·       Manage event and seminar budgets by tracking expenses, coordinating with vendors, and ensuring all events remain within approved cost parameters without compromising the client experience

·       Manage event logistics including RSVPs, guest lists, seating arrangements, signage, and materials

·       Serve as an on-site point of contact to ensure a polished, welcoming, and professional client experience

·       Oversee guest check-in, attendee flow, and overall event execution

·       Manage post-event breakdown and ensure all materials and follow-up items are completed

Appointment Setting & Client Engagement (Primary Focus)

·       Proactively engage seminar attendees and secure appointments at the conclusion of each event

·       Confidently guide interested prospects through next steps and calendar availability

·       Schedule consultations for new and existing clients via phone, email, text, and in-person conversations

·       Conduct timely follow-up with attendees after events to reinforce interest and confirm appointments

·       Maintain consistent communication with prospects to maximize appointment show rates

·       Accurately document all appointment activity, attendee feedback, and follow-up actions within the CRM

Relationship Management & CRM Coordination

• Track all client and prospect interactions, event attendance, and appointment outcomes in the CRM
• Maintain clean, accurate records related to seminar attendance and appointment conversion
• Monitor follow-up workflows to ensure no opportunities are missed
• Collaborate closely with advisors to align event outcomes with scheduling needs

Qualifications

·       Minimum of 2 years of experience in event coordination, hospitality, and client-facing customer service

·       Sales Experience highly preferred with a proven ability to confidently influence, motivate, and guide individuals to schedule appointments

·       Strong interpersonal intuition and ability to assess client interest and readiness

·       Exceptional communication skills with a warm, professional presence in person and over the phone

·       Highly organized, detail-oriented, and comfortable managing multiple priorities during live events

·       Professional demeanor under pressure in fast-paced, client-facing environments

·       Comfortable using or learning CRM software

·       Reliable, punctual, and flexible to work 5–10 weekday evenings per month for events, plus 1–2 weekend days per year as needed

·       Reliable transportation and ability to travel to seminars, events, and quarterly satellite office visits within a 60-mile radius of Fort Worth

Compensation & Benefits

·       Competitive salary based on experience(up to 100,000 per year)

·       Performance-based bonuses tied to appointment setting and event success

·       Paid time off, including major holidays

·       401(k) plan

·       Professional training and development

·       Opportunity to grow with a client-focused, event-driven financial firm

Hybrid Financial is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate based on race, ethnicity, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other status protected under federal, state, or local laws.