ProSight Financial Association
Events Coordinator
Peer Sharing, Events & Risk Products - Remote - Full Time
Reports To: Senior Manager, Events
Department: Peer Sharing, Events & Risk Products
Location: Philadelphia, PA
BAI and RMA have come together as ProSight Financial Association, a leading industry organization whose purpose is to empower financial services leaders to strengthen and advance our industry. The strategic combination brings together RMA’s expertise in serving the commercial banking and risk management functions and BAI’s knowledge in serving the retail banking and regulatory compliance functions. It’s a complementary union of two non-profit organizations that have always had their members’ and customers’ best interests in mind. Our industry-leading offerings include: peer sharing events, thought leadership, learning and development, and decision support solutions. Our work creates positive ripple effects throughout financial services organizations and ultimately helps consumers, businesses and communities thrive.
The Events Coordinator is responsible for supporting the execution of in-person events including, roundtables and forums held both in venues and in a bank/institution. They work closely with stakeholders, internal departments, venues, and vendors to meet the objectives of each meeting.
Responsibilities
- Manage and process event requests to facilitate smooth and timely event registration.
- Lead the RFP process, negotiate terms, and finalize contracts with meeting vendors such as hotels, audiovisual providers, transportation companies, restaurants, and event venues.
- Monitor and track progress of assigned events using Monday.com to ensure on-time execution and alignment with objectives.
- Partner with internal and external stakeholders to coordinate and assign sessions within contracted meeting spaces.
- Oversee logistics and shipping of event materials, including booths, signage, and branded items, for both internal and external conferences.
- Perform other activities as required.
- Support the marketing team in developing promotional strategies by providing key information such as venue details, historical data, and conducting relevant research as needed.
- Manage and oversee the event registration process to ensure accuracy, efficiency, and a positive attendee experience.
- Perform other activities as required.
- Manage vendor selection, communication, and contract negotiations to ensure high-quality event partnerships.
- Oversee end-to-end logistics for in-person events, including catering coordination, room setup, and audiovisual requirements.
- Develop comprehensive event resumes/overview documents to align internal and external teams on event details.
- Act as the primary liaison between hotels, venue staff, and internal stakeholders to deliver a seamless and high-quality experience for all attendees.
- Continuously evaluate and recommend improvements to enhance event execution in alignment with industry best practices.
- Support speaker management by coordinating content planning calls, pre-event recordings, and related logistics.
- Monitor and report event attendance and revenue metrics, delivering regular updates
- and insights to key stakeholders.
- Maintain Monday.com event databases.
- Process and track event-related invoices.
- Perform other activities as required.
Requirements
- A bachelor’s degree or equivalent experience
- Knowledge of meeting planning, site selection, and hotel operations
- Knowledge of event platforms, preferably Monday.com, Cvent, ON24, Zoom and Teams.
- Experience managing large and complex meetings
- Excellent organizational skills, including multitasking, time management, troubleshooting, problem-solving, and meticulous attention to detail
- Strong interpersonal and communication skills
- Experience working and providing excellent service to stakeholders, high-level attendees, vendors and volunteers
- Commitment to a service-oriented, team environment
- Experience in creating and managing project plans
- The ability to travel domestically and internationally up to 10% of the time
ProSight offers an outstanding benefit package including comprehensive insurance coverage, a 401(k) plan with company match, flexible time off programs, a hybrid work model, and bonus potential with the ability to work in a collaborative, team-oriented environment.
We are a hybrid organization, offering employees flexibility to work remotely while fostering in-person collaboration when needed. We are initially prioritizing candidates located in or near Philadelphia, PA; Chicago, IL; and St. Louis, MO to support team connectivity through periodic in-person meetings and collaboration sessions. If a strong match is not found within these regions, we will expand our search to include candidates in other locations.
ProSight will not sponsor applicants for work visas and as a precondition of employment, you must be authorized to work in the United States permanently.
