Events Coordinator

Job Description

• Conference & Booth Management: Coordinate the logistics, design, shipping, and physical setup of promotional booths at external conferences. Liaise directly with venue managers and suppliers for utilities, spatial layout, and AV setups.
• Catering & Hospitality: Book and help negotiate arrangements for group lunches, VIP dinners, and networking cocktail hours. Manage caterers, specialized menu curations, and diverse dietary requirements across all events.
• Travel & Logistics Coordination: Manage complex, multi-city travel itineraries (flights, ground transportation, hotels) for staff and guests. Secure, negotiate, and manage corporate hotel room blocks and group bookings.

• Talent & HR Program Execution: Design, plan, and execute tailored experiences and development events for High-Potential (HiPo) programs. Coordinate logistics for ad hoc internal HR initiatives, culture builders, and team celebrations.
• Executive & Business Mobilization: Mobilize, coordinate, and brief internal business leaders and representatives attending events. Provide clear briefings, schedules, agendas, and talking points to ensure executives are prepared for on-site meetings.
• Cross-Functional Partnership: Work with Recruiting, Marketing, Communications, Legal, and Security to coordinate events against hiring targets, brand guidelines, messaging, contract review, and on-site protocols.

• Swag & Asset Management: Source, design, manage quality-control, and maintain inventory for premium company promotional items and swag. Coordinate timely shipping, freight tracking, and customs clearance of materials to global event sites.
• Swag Shop Support: Help run the internal swag shop: vendor coordination, catalog upkeep, inventory tracking, order fulfillment, and the employee-facing ordering experience. Track usage and spend, refresh the assortment on a seasonal cadence, and partner with Brand on design standards.
• Budget & Vendor Management: Track event-level and program-level budgets against forecast, process POs and invoices, and reconcile post-event. Support vendor contracting with recurring suppliers and maintain a preferred-supplier list.

• Professional Background: 3–5+ years of experience in corporate event planning, recruiting coordination, or field marketing.
• Operational Execution: Demonstrated history of coordinating logistics with impeccable attention to detail and a "no-task-too-small" mentality.
• Stakeholder Interaction: Proven experience managing, scheduling, and commanding the respect of busy senior business leaders.
• Logistical Capabilities: Experience managing complex vendor relationships (hotels, shipping carriers, printers).
• Flexibility & Travel: Ability to travel up to 25% annually and work flexible hours (including evenings and weekends) during live event execution.

In addition, the employee who fills this role will be eligible to participate in a discretionary incentive compensation program, as well as a wide array of benefit programs, such as medical and life insurance, retirement and tax-free savings plans, and access to other healthcare programs.

About Citadel Securities

Citadel Securities is a technology-driven, next-generation global market maker. We provide institutional and retail investors with world-class liquidity, competitive pricing and seamless front-to-back execution in a broad array of financial products. Our teams of engineers, traders and researchers harness leading-edge quantitative research and the accelerating power of compute, machine learning and AI to power our analytics and tackle the market’s and our clients’ most critical challenges. Together, we are forging the future of capital markets. For more information, visit citadelsecurities.com.