Event Coordinator (Part Time)

About FlightSafety International FlightSafety International is the world's premier professional aviation training company and supplier of flight simulators, visual systems and displays to commercial, government and military organizations. The company provides training for pilots, technicians and other aviation professionals from 167 countries and independent territories. FlightSafety operates the world's largest fleet of advanced full-flight simulators and award-winning maintenance training at Learning Centers and training locations in the United States, Canada, France and the United Kingdom. Purpose of Position The Event Coordinator is a part-time position that provides essential administrative and operational support to the FlightSafety Events Team, ensuring smooth planning, documentation, and execution of small in-person events and select U.S. tradeshows. While this role is primarily administrative and office-based, it includes periodic travel to support onsite logistics, event registration, and basic booth setup needs. The ideal candidate is organized, detail-driven, and comfortable supporting a high-volume events calendar, while also stepping in for hands-on tasks during travel as needed. Tasks and Responsibilities Administrative & Project Support - Provide day-to-day administrative support for the Events Team, including scheduling, document preparation, expense tracking, and vendor coordination. - Maintain accurate event files and ensure all documentation is organized and saved in the appropriate shared department folders. - Prepare and manage essential event materials such as timelines, RFPs, budgets, trade compliance documents, shipping records, invoices, and logistics overviews. - Support the coordination of event registrations, attendee lists, internal communications, and briefing documents. - Assist with processing payments, managing contracts, and tracking project milestones. Event Planning Assistance - Support the Events Team and internal stakeholders with pre-event planning, including reviewing exhibit kits, gathering requirements, and placing show orders. - Coordinate shipments with the DFS warehouse and track all inbound and outbound event materials. - Assist with creating event recaps, feedback summaries, and follow-up reporting. - Coordinate and set up smaller events. Marketing & Cross-Functional Collaboration - Work with the Marketing team on event-related tasks such as promotional materials, booth graphics updates, registration forms, and website/advertising content. - Communicate professionally with vendors, partners, and internal teams to support seamless planning. Onsite Support (Occasional Travel) - Travel to select events to support onsite coordination, registration management, vendor check-in, and basic event setup or packing tasks. - Assist with unpacking small materials, organizing displays, and providing general onsite support as needed. - Ensure event materials are returned, documented, and restocked post-event appropriately. Other Duties - Support additional administrative projects and department initiatives as assigned. Minimum Education - Bachelor's degree Minimum Experience - 3+ years of experience in administrative support or event coordination (global marketing environment a plus). Knowledge, Skills, Abilities Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong organizational, communication, and prioritization skills. Experience tracking budgets, managing documents, or supporting project workflows. Comfortable interacting with colleagues at all levels. Experience with Concur, Monday.com, or Smartsheet preferred but not required. Ability to demonstrate p