We are looking for a detail-oriented Project Coordinator | Event Coordinator to support high-visibility event planning and project execution within the financial services industry in Moline, Illinois. This Long-term Contract position is ideal for someone who excels at coordinating logistics, organizing schedules, and keeping multiple workstreams aligned across time-sensitive activities. The role combines event operations with project support, requiring strong communication, follow-through, and comfort working with tracking tools such as Excel and Smartsheet.
Responsibilities:
- Partner with internal stakeholders to organize attendance rosters and staffing details for validation sessions, practice events, and live launch activities.
- Oversee travel-related logistics by coordinating hotel bookings, tracking room block usage, confirming guest lists, and handling special accommodation requests.
- Arrange on-site meal service and meeting room preparation, including vendor coordination, seating setup, refreshments, and distribution materials for participants.
- Maintain and update planning trackers in Excel to ensure travel dates, attendee information, and event logistics remain accurate and current.
- Support project managers by entering schedule updates and task progress in Smartsheet and helping keep project timelines organized.
- Monitor action items across multiple project plans to promote alignment, follow-up, and timely completion of key deliverables.
- Prepare cutover-related updates for leadership and help coordinate activities tied to mock deployment and go-live event execution.
- Assist with special projects and other coordination needs that contribute to overall program readiness and event success.
- At least 2 years of experience in event coordination, event management, project coordination, or a related support role.
- Demonstrated ability to manage logistics for meetings or events involving travel, lodging, food service, and on-site setup.
- Proficiency with Microsoft Excel for maintaining trackers, schedules, and status information.
- Ability to work with project management tools such as Smartsheet or quickly learn new systems.
- Strong organizational skills with the ability to manage multiple timelines, changing priorities, and detailed task lists.
- Clear communication skills and the ability to collaborate effectively with stakeholders, vendors, project managers, and leadership.
- Experience tracking project milestones, updating status information, and supporting schedule-driven initiatives.