Event Coordinator

Indianapolis or Fort Wayne, Indiana
Posted: 03/27/2024

Howard Bailey Financial, Inc., a growing retirement planning firm with a focus on helping people establish financial freedom through meaning and purpose, is seeking a creative, detail-driven and collaborative Event Coordinator to assist in planning, designing, launching and reporting of events that drive business and branding initiatives for the firm.

Howard Bailey hosts more than 175 events annually across four markets in Indiana and Ohio, which range from intimate, 20-person referral events, to large-scale, guest speaker events with 250 attendees. Our partnership with Notre Dame Athletics provides us access to a campus full of event spaces, and our expansion within the Indianapolis market is an open canvas of potential event opportunities.

Additionally, we acknowledge our team members through in-office appreciation events and celebrations, including Cinco de Mayo, Christmas in July, holidays and key life moments.

Whether large or small, internal or external, client or prospect, each event embodies the Howard Bailey brand through a memorable, world-class experience by all who attend.

The Event Coordinator will report to the Director of Events and will work closely with a collaborative and highly-productive team, including marketing leads, content creators, videographer and third-party partners who support our company initiatives. The ideal candidate will be organized, timeline-based, budget-conscious, curious, open to learning, and receptive to constructive feedback. They will be passionate about helping others – both internally while working within a cross-functional team, as well as externally, driven by our values of helping aspiring retirees through one of their biggest life stages.

Essential Duties and Responsibilities
(Note: Other relevant duties may be assigned.)

  • Assist in the design, development, execution and follow-up of events that drive business and branding initiatives for the firm.
  • Participate in the brainstorming and development of events, themes, locations, KPIs and supporting marketing.
  • Research, contact, manage bookings and confirm arrangements with event locations, caterers, entertainment, and other third-party partners.
  • Collaborate with marketing partners on event invitations, landing pages, social media, email, direct mail, on-site marketing and other marketing needs.
  • Collaborate with internal and external partners to establish goals and expectations for all events, ensuring that each aligns with Howard Bailey’s brand standards.
  • Communicate upcoming events to the Howard Bailey team and key stakeholders through Marketing calendar, Outlook calendar, email, chat, all-team meetings and the like.
  • Monitor registration trends and adjust marketing and communication strategy accordingly.
  • Recap event performance to marketing team and key stakeholders and identify opportunities for future events.
  • Assist with gifting and acknowledgement initiatives, including researching and purchasing gift items for marketing initiatives, and sending gifts and greeting cards to clients to recognize key life moments.

Education and Experience

  • 2+ years of experience event planning and marketing experience.
  • Bachelor’s Degree in event management, event planning or similar field.

Knowledge, Skills and Abilities

  • Strong client service and experience-driven mentality.
  • Strong oral and written communication skills, and ability to interact with all levels of the organization.
  • Ability to demonstrate examples of bringing creative vision to life.
  • Ability to prioritize, organize, and manage multiple events concurrently.
  • Strong attention to detail.
  • Flexibility outside of normal business hours to support events during these timeframes.
  • Ability to travel outside of home base to support events in markets where we have offices required.