Conference and Event Coordinator

Position Impact

We’re looking for a highly organized, collaborative, and detail-oriented Conference and Event Coordinator to join our best-in-class marketing and communications team. You’ll help plan and execute logistics for our presence at industry conferences and company-hosted receptions, open houses, and other special events designed to increase brand awareness, strengthen industry partnerships, and enhance client relationships. To be successful, you’ll have basic event planning knowledge and experience; thrive in a fast-paced environment; bring a proactive, professional, and creative approach; be an effective communicator; and be able to manage multiple deadline-driven events concurrently. Most of all, you’ll be part of a collaborative team that is contributing to improving communities and sustaining our world.

Though national in focus, this position is based in Camp Hill, Pennsylvania. The Coordinator must be physically present in the office as required (anticipate an average of 50% time in the office) and have the ability to perform moderate physical activity, including but not limited to walking, climbing, balancing, kneeling, and standing and capable of lifting up to 50 lbs.

The Work You’ll Do

  • Assist with developing and executing event plans and associated budgets.
  • Research, synthesize, and accurately report conference and event participation information, such as venues, menus, contractual obligations, entertainment, and logistical requirements.
  • Maintain a master list of conferences and events with all pertinent details.
  • Maintain an effective inventory management system for conference supplies and materials.
  • Fulfill internal requests for promotional materials related to conferences and events.
  • Assemble and ship all materials required for each conference/event.
  • Coordinate orders, agreements, and payments for various vendors.
  • Coordinate the immediate return of all materials after each conference/event and inspect for damage, dirt, etc.
  • File and track damage claims with shipping providers or exhibitor services, as appropriate.
  • Order replacement materials or cleaning services in the event of damaged supplies.
  • Remains aware of and sensitive to our Business Development Lifecycle Program and supports collaboration and interconnectivity between Corp. MarCom and Business Development teams, contributing to a program that aligns with and supports the firm’s corporate and business line strategies.

The Qualifications You’ll Need

  • More than two years of progressive conference/event planning, logistics, or marketing experience.
  • Ability to perform moderate physical activity, including but not limited to walking, climbing, balancing, kneeling, and standing, and capable of lifting up to 50 lbs.
  • Planning, project management, attention to detail, and coordination skills.
  • Creative and critical thinking.
  • Strong interpersonal skills and experience working with employees at all levels of the organization.
  • Strong communication skills with the ability to work in a fast-paced, deadline-driven environment.
  • Ability to perform well and with clarity under pressure, supporting multiple concurrent events.
  • Ability to successfully multi-task to meet deliverables.
  • Able to write clearly and succinctly with a high level of accuracy, using proper grammar, spelling, and punctuation.
  • Willingness to travel to Gannett Fleming offices and participate in events and conferences as needed.
  • Strong PC skills, including Microsoft Office applications, Excel, SharePoint, and PowerPoint.

Preferably, You’ll Also Have

  • Bachelor’s degree in marketing, communications, logistics, or business.

At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.

We offer a comprehensive benefits program, which includes medical, dental, vision and life insurance, our tax-deferred 401 (K) savings plan, and the opportunity to incentive compensation for eligible positions. We are committed to your personal growth and professional development, so we offer tuition reimbursement, access to internal and external training programs and support active participation in professional organizations.

Gannett Fleming is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans’ status or other characteristics protected by law.

Unsolicited resumes from third party agencies will not be accepted.

Location: Camp Hill

Core Business Hours: 8:00 AM – 5:00 PM
Employment Status: Full-Time

Internal Requisition ID:2023-9847

Salary Range: $55,000 – $70,000


Please be advised that Gannett Fleming may require you to attest to your vaccination status and provide proof of Covid-19 vaccination. Regulatory requirements remain fluid at this time and Gannett Fleming will abide by Covid-19 mandates impacting our business as well as meet the requirements of our clients. Valid religious and medical exemptions will be reviewed and considered in accordance with applicable law.

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