Event Coordinator

Events Coordinator

Department: Education

Reports To: Education Manager

Status: Full-Time, Exempt

Job Summary:

You will lead the planning, organization, and execution of multiple internal and external events, and Education classes. This role owns endtoend coordination of assigned events and ensures a seamless experience for attendees. Flexibility to work extended hours and weekends is required based on event and class schedules.

Duties/Responsibilities:

Event Planning & Execution Manage the full lifecycle of assigned events from concept to post-event evaluation (20-200 attendees)

Coordinate logistics such as venue selection, catering, and AV needs

Develop task lists, timelines, and workflows to achieve event goals

Create event overviews, playbooks and other planning documents

Select menus; review, and proof BEOs

Manage event budgets, track expenses, and support reconciliation process

Maintain communication with internal and external stakeholders

Serve as primary point of contact for participating manufacturers and vendors

Ensure each event delivers a polished, professional, and seamless attendee experience

Troubleshoot and resolve issues quickly and professionally

Gather and review feedback and implement improvements for future events

Ensure compliance with brand guidelines, safety requirements, and operational standards

Coordinate staff travel including hotel and flight arrangements

Utilize Microsoft Planner, Excel, or other event management software for efficient project management

Represent Salon Service Group and provide on-site support at large events, including extended hours and weekends, a minimum of 2 annually

Education class coordination Process and monitor class requests through the online portal

Schedule educator contractors based on classes needs

Secure supply lists; prep, pack, and ship required materials from the SSG warehouse

Coordinate educator travel including hotels and flights

Collaborate with SSG Sales Consultants and brand representatives, as needed, to confirm class details and requirements

Facilitate virtual classes and support presenter needs

Maintain organized records of class-related expenses and receipts

Available on weekends to support lastminute needs such as educator travel issues or class adjustments. While not guaranteed, occurrences requiring weekend support have historically been five or less per year.

Required Skills/Abilities:

Experience in event planning and coordination, with knowledge of standard industry practices

Experience working in an office setting with shifting priorities, constant interruptions, changing assignments, time-sensitive projects, heavy workload, and multiple projects simultaneously assigned by different staff.

Talent to create aesthetically pleasing materials and physical surroundings for events, including space planning.

Excellent interpersonal and communication skills, with the ability to negotiate and resolve issues positively

Exceptional organizational and time management skills; proven ability to prioritize effectively based on deadlines, complexity, and competing needs

Proficiency in Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint, Planner)

Experience with virtual meetings and working with Microsoft Teams.

Ability to collect and analyze data using spreadsheets or databases and summarize findings in written reports

Proven ability to make independent decisions within budget, time, and logistical constraints

Strong skills in planning, organizing, prioritizing, and problem-solving with the ability to reprioritize as needed using sound judgement

Physical Requirements:

Ability to sit at a desk for extended periods

Ability to stand and walk for extended periods during event setup, execution, and teardown for events attended

Ability to stand, walk, and pull class and event supplies from the warehouse

Ability to lift, carry, and move boxes up to 30 lbs safely

Comfortable bending, reaching, and performing tasks that require manual dexterity

SSG is an EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION employer. Candidates are considered for employment with SSG without regard to their race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, veteran status, or other classification protected by applicable federal, state or local law.

SSGassociates