Event Coordinator

Description

About Balanced Body®

Balanced Body® is the world's leading manufacturer of Pilates equipment and a passionate advocate for movement education. Through Pilates on Tour and our broader education platform, we bring world-class Pilates training and community-building experiences to instructors and enthusiasts around the globe. We believe Pilates is for every body — and our events reflect that inclusive, spirited spirit.

Balanced Body® is looking for an energetic and detail-oriented Event Coordinator to join our Events team and help bring Pilates on Tour and Movement Tour to life. Reporting to the Events Manager, this role is central to delivering a seamless, welcoming, and inspiring experience for every attendee — from the moment they register through the final wave goodbye at load-out.

This is a hands-on, on-the-ground role that combines pre-event planning and coordination with on-site execution. The ideal candidate is organized, proactive, a clear communicator, and deeply comfortable wearing many hats in a fast-paced event environment.

On-Site Responsibilities

REGISTRATION & ATTENDEE EXPERIENCE

• Manage all aspects of on-site registration, ensuring check-in runs smoothly and efficiently

• Greet and orient attendees, helping them find their way to sessions and activities

• Distribute name badges and swag to all registered attendees

• Process new registrations, class changes, and resolve minor attendee issues on the spot

• Coordinate and manage event volunteers to support registration and attendee flow

SETUP, LOGISTICS & ROOM MANAGEMENT

• Set up and tear down the registration area at each event

• Assist with load-in and load-out of event materials and equipment

• Assist with workshop room setups as needed

• Ensure all marketing and promotional materials are displayed appropriately throughout the venue

TEAM COLLABORATION

• Collaborate with the full events team — including the logistics coordinator — to ensure the event runs smoothly end-to-end

• Support the Events Manager in upholding the purpose, feel, and quality of each event

Pre-Event Responsibilities

ATTENDEE COMMUNICATION SUPPORT & MATERIALS

• Monitor the events inbox and respond to attendee questions, concerns, and requests in a timely and professional manner

• Create and produce name badges ahead of each event

• Coordinate and prepare attendee handout packets and communication materials

• Draft and distribute attendee packets and pre-event communications

WEBSITE, REGISTRATION & CRM

• Work with the Events Manager to create, test, and maintain event websites and registration pages in WordPress

• Update CRM records and ensure all registration data is accurate and current

• Make changes to individual attendee schedules as needed

CEC & ADMINISTRATIVE COORDINATION

• Coordinate with the admin team to create and distribute Statements of Work (SOWs)

• Support the process of applying for and obtaining Continuing Education Credits (CECs) for each event

INVENTORY, SWAG & MARKETING MATERIALS

• Work with the Events Manager and logistics coordinator to ensure all registration supplies and swag items are ordered, packed, and arrive at each event

• Coordinate with the marketing team to ensure all promotional materials are packed and shipped to each event location

Requirements

 REQUIRED 

• Prior experience in event coordination and/or event planning

• Strong organizational skills with exceptional attention to detail

• Excellent verbal and written communication skills

• Proficiency in Microsoft Word, Excel, and similar productivity tools

• Experience with WordPress (event page creation and updates)

• Experience with CRM systems

• Ability to work full-time, with flexibility for occasional evenings and weekends

• Ability to lift at least 30 lbs. and perform physical tasks associated with event setup and breakdown

PREFERRED

• Familiarity with Pilates and/or the Pilates industry

• Experience working with continuing education or certification programs

• Background in customer service or attendee-facing event roles

Balanced Body is the world's largest designer and manufacturer of Pilates equipment, as well as a provider of high-quality Pilates and other mind-body instructor training and continuing education. We currently do business in over 100 countries, with world-renowned customer service and a serious commitment to environmentally-friendly business practices. If you want to work with a company with a passion for changing lives in ways small and large, let us hear from you.

We offer competitive compensation and excellent benefits including:

• Medical, Dental & Vision
• Life and Long-Term Disability Insurance - Employer Paid!
• 401k Plan + Match!
• Paid time off and holidays

Balanced Body is an equal opportunity employer dedicated to workforce diversity.

NO AGENCY CALLS!