Part Time Event Coordinator (Administrative)

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 budgeting support. This role is primarily administrative and office-based; it includes periodic local travel to support onsite logistics and event registration. The ideal candidate is organized, detail-driven, and comfortable providing administrative support for a high-volume events calendar, while also stepping in for hands-on tasks as needed. 

Tasks and Responsibilities

The following duties are essential to the successful and satisfactory performance of this job.  Other duties may be assigned.  

Administrative & Project Support 

• Provide day-to-day administrative support for the Events Team, including scheduling, document preparation, expense tracking, procurement, 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 local events. 

Marketing & Cross-Functional Collaboration 

• Work with the Marketing team on event-related tasks such as registration forms, procurement management, and Concur Expense and Invoicing. 
• Attend conference calls and marketing team meetings as needed. 
• Coordinate catering orders and manage for local and on-site events. 
• Communicate professionally with vendors, partners, and internal teams to support seamless planning. 

Onsite Support (Occasional Travel) 

• Attend 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

• Associate's degree or 3+ years of experience in an administrative role

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 is highly recommended but not required. 
• Ability to demonstrate prior experience supporting event operations or administrative functions through examples of planning documents, processes, or logistics management. 
• Highly organized, dependable, and detail-oriented, with strong administrative and project coordination skills. 
• Comfortable balancing multiple tasks, deadlines, and communication streams in a fast-paced environment. 
• Ability to anticipate needs and support the team before issues arise. 
• Positive, solution-oriented, and collaborative with internal teams and external partners. 

Physical Demands and Work Environment

While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee is frequently required to walk and sit. The employee must regularly lift and /or move up to 10 pounds, frequently lift and or move up to 25 pounds and occasionally lift and or move up to 50 pounds. 

#LI-BR1

FlightSafety is an Equal Opportunity Employer/Vet/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

Any offer of employment is contingent upon successful completion of required compliance reviews, including verification that the candidate is not prohibited from employment under U.S. economic sanctions programs administered by the U.S. Department of the Treasury’s Office of Foreign Assets Control (OFAC).

This position may require access to export-controlled technology or services subject to the International Traffic in Arms Regulations (ITAR) and/or the Export Administration Regulations (EAR). Employment consideration and any offer of employment are contingent upon the applicant’s ability to comply with these requirements, including qualifying as a “U.S. Person” under applicable regulations or otherwise eligible for export authorization within a timeframe consistent with business needs. A “U.S. Person” includes U.S. citizens, lawful permanent residents (holders of approved and unexpired green cards), and certain refugees or asylees with protected status under U.S. law.

This position may also require eligibility to obtain and maintain a U.S. Government security clearance for the duration of employment.

Cybersecurity Notice: All official recruiting communication from FlightSafety International will come from an @flightsafety.com email address.  FlightSafety International will never ask for personal or financial information through social media or third-party email providers.