Event Coordinator

Position: Event Coordinator
Location: Glendale, AZ
Reports to: Director, Events
Classification: Full Time - Non-Exempt

Who We Are Insignia Event Services is a leading event solutions provider, affiliated with the Arizona Cardinals, proudly producing all events at State Farm Stadium, including Arizona Cardinals home games. Complementing the events at State Farm Stadium, Insignia Event Services exclusively manages Sportsman's Park and Heritage at Sportsman's Park, offering flexible venues for everything from pre-game activities and tailgating to concerts, festivals, corporate events, and graduations. Our services range from full-service event production, staging, and equipment rental to live presentation and transportation logistics, making us a trusted partner for exceptional events in Arizona.

Position Summary

The Event Coordinator supports the Events team in the planning, coordination, and execution of exceptional events while delivering service the Insignia Way. This role serves as a key liaison between clients, Event Managers, and internal departments, ensuring every event is organized, communicated, and executed with excellence. Success in this role requires strong organizational skills, proactive communication, attention to detail, and a commitment to exceeding client expectations.

Key Responsibilities

• Support Event Managers and the Director of Events in the planning and execution of events from inquiry through post-event follow-up.
• Prepare and distribute event documentation, including event orders, event data sheets, proposals, timelines, presentations, and correspondence.
• Read and analyze client inquiries to identify event requirements, timelines, setups, and guest expectations.
• Coordinate event logistics, reserve inventory, schedule meetings, arrange site tours, and assist with affiliate groups and special projects.
• Maintain event calendars, digital filing systems, departmental email accounts, and phone communications.
• Collaborate with internal departments to ensure all event details are communicated accurately and executed seamlessly.
• Conduct on-site event coordination and provide operational support to ensure a successful client experience.
• Assist in special projects from the Director of Events, Assist General Managers and General Manager.
• Create event presentations and assist with client-facing materials as needed.
• Distribute, collect, and analyze post-event surveys and feedback to support continuous improvement.
• Build and maintain positive relationships with preferred vendors while managing vendor records, documentation, compliance requirements, and identifying opportunities to expand the organization's vendor network.
• Maintain working knowledge of venue operations, event spaces, policies, and procedures.
• Protect the confidentiality and security of all client, event, and company information.
• Demonstrate professionalism, accountability, and a guest-first mindset in every interaction.
• Perform other duties and special projects as assigned.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• Minimum one year of event coordination, hospitality, venue, or related experience preferred.
• Strong organizational, project management, and multitasking skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proven ability to work independently and collaboratively in a fast-paced environment.
• Customer-service focused with a passion for creating memorable experiences.
• Strong critical thinking and problem-solving abilities.
• Proficiency in Microsoft Office and event management software platforms.
• Entrepreneurial mindset with a commitment to continuous learning and professional growth.
• Must have a driver’s license.
• Must be able to stand and walk for long periods of time.
• Must be able to work indoors and outdoors with possible extreme weather conditions.
• Must be able to lift 50lbs.
• Flexibility with work varying schedules including evenings, holidays, and weekends.
• Ability to uphold and represent The Insignia Way through exceptional service, teamwork, innovation, and attention to detail.