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Creative Circle · 2 hours ago

Event Coordinator

Indianapolis, IN

Contract

Onsite

New Grad, Entry Level

Creative Circle is seeking an Event Coordinator to support a large-scale Employee Festival for their client. The role involves managing logistics, coordinating volunteer programs, and ensuring smooth execution of the event across multiple teams and stakeholders.

Human ResourcesRecruitingStaffing Agency

No H1B

Hiring Manager

Marie Hanan

Responsibilities

Fully dedicated to the Employee Festival, owning day-to-day logistics and readiness

Conduct accessibility assessments and partner with accessibility teams to ensure inclusive, scalable experiences

Coordinate procurement, vendor needs, deliverables, timelines, and onsite logistics

Support festival booths and activations across the enterprise, including recruitment, scheduling, and operational execution

Lead volunteer outreach, recruitment, communications, and onsite coordination

Ensure volunteer teams are fully briefed, scheduled, and prepared for event execution

Interface with internal teams, including the United Way team, creative partners, operational groups, and enterprise stakeholders

Collaborate with agency partners supporting the event; ensure alignment, information flow, and timely execution

Navigate multiple personalities, working groups, and approval layers confidently and efficiently

Maintain exceptional organization across many moving parts, details, and deadlines

Track deliverables, own documentation, and ensure full event readiness at all stages

Work independently with a strong bias for action and a 'get-it-done' mindset

Provide clear, proactive status updates and action items

Drive clarity in a complex, matrixed organization by synthesizing information, eliminating ambiguity, and moving teams forward

Communicate tactfully and confidently across stakeholders at all levels

Offer ideas and challenge constructively to help elevate the event experience

Qualification

Event CoordinationLogistical SkillsMicrosoft OfficeVolunteer Program ManagementCross-Functional CollaborationPresenceClear CommunicationAttention to DetailWork Under Pressure

Required

Experience coordinating volunteer programs (recruitment, scheduling, onsite management)

Experience supporting booths, activations, or smaller events across an enterprise environment

Strong logistical and operational skills; exceptional attention to detail

Ability to work across multiple teams, personalities, and workstreams simultaneously

Highly proficient in Excel and Microsoft Office (primary tools; no PM software required)

Comfortable working independently, taking direction well, and pivoting quickly