Corporate Events Assistant

Description

Build your career with Heritage Auctions, the world’s largest collectibles auctioneer.

Celebrating its 50th anniversary in 2026, Heritage Auctions has spent five decades connecting collectors with extraordinary objects and the stories behind them. Headquartered in Dallas, Texas, with offices across the United States and around the world, Heritage serves more than 50 auction categories, including Coins, Sports, Comics, Entertainment, Historical, Jewelry, Fine and Decorative Art, Luxury Accessories, Wine, and many more. Join a collaborative, fast-paced company where curiosity is valued, expertise is celebrated, and every day offers an opportunity to work with remarkable pieces of history and culture.

SUMMARY: 

The Corporate Events Coordinator provides operational and administrative coordination for a high-volume portfolio of domestic and international trade shows, public appraisal events, and the company’s annual employee art showcase. 

Working under the direction of the Director of Corporate Events, this position manages assigned event responsibilities from initial planning through post-event closeout. Key areas of responsibility include cross-functional communication, vendor coordination, booth and event logistics, payment processing, shipping, expense tracking, inventory management, and event reporting. 

The Corporate Events Coordinator serves as a central point of contact for assigned projects and helps ensure that event requirements are completed accurately, professionally, on time, and within established budgets.

LOCATION: South of Dallas/Fort Worth International Airport, at the northwest corner of W. Airport Freeway (Hwy. 183) and Valley View Lane.

SCHEDULE: This is a full time, onsite position with potential overtime opportunities.

COMPENSATION: Commensurate with experience.

KEY RESPONSIBILITES:

Trade Show Coordination 

• Cross-Functional Planning: Coordinate with departments across the organization to confirm event requirements, staffing needs, booth layouts, display materials, furnishings, services, and shipping plans. 
• Booth Operations: Coordinate booth furnishings, show services, labor, electrical, internet, fixtures, and other operational requirements for domestic and international trade shows. 
• Vendor Coordination: Communicate directly with show organizers, venues, contractors, carriers, and other vendors to obtain information, confirm orders, monitor deadlines, and resolve routine issues. 
• Payment Processing: Review invoices and supporting documentation and prepare check, credit-card, and wire-transfer requests based on vendor requirements. 
• Budget Administration: Assist in maintaining accurate expense records, update event budgets, monitor committed costs, and assist with financial reconciliation and reporting. 
• Shipping Logistics: Coordinate and monitor inbound and outbound shipments with internal departments, carriers, and logistics providers to support timely delivery and return of event materials. 
• Supplies and Inventory: Order, organize, track, inspect, and maintain trade show supplies, fixtures, signage, and promotional materials. 
• Website Coordination: Assist in maintaining accurate trade show information on the company’s global website and coordinate updates with the appropriate internal teams. 
• Trade Show Email Coordination: Maintain accurate event details for promotional emails and coordinate updates with the appropriate internal teams to ensure timely, consistent communications.? 
• Post-Show Reporting: Assist in compiling event costs, operational details, and performance information to support post-show reviews and ROI analysis. 
• Issue Management: Identify scheduling, vendor, shipping, or operational concerns and promptly escalate significant issues to the Director of Corporate Events. 

Appraisal Event Coordination 

• Calendar and Schedule Management:?Assist in maintaining the appraisal event calendar, monitor deadlines, and coordinate event schedules. 
• Staffing Coordination: Assist in organizing staff assignments and communicate schedules, arrival instructions, responsibilities, and other event details. 
• Event Logistics: Coordinate supplies, equipment, room requirements, catering, signage, and other operational needs. 
• On-Site Readiness: Assist with event setup and provide staff with initial procedures and operational guidance. 
• Consignment Management: Support the accurate logging, handling, tracking, and transfer of consignment items in accordance with company procedures. 
• Shipping Coordination: Arrange and monitor the shipment of appraisal-event consignments and related materials. 
• Records Management: Partner with internal data teams to ensure event, attendee, and consignment records are accurate and complete. 
• Website Coordination: Assist in coordinating the posting and updating of appraisal event information on relevant company websites. 
• Appraisal Email Coordination: Maintain accurate event details for promotional emails and coordinate updates with the appropriate internal teams to ensure timely, consistent communications.? 
• Materials Management: Organize and maintain appraisal event equipment, supplies, forms, and supporting materials. 
• Expense and Performance Reporting:?Assist in tracking costs and compile event information to support budget reconciliation, performance reporting, and ROI analysis. 

Annual Employee Art Showcase Coordination 

• Program Communications: Partner with Human Resources to coordinate company-wide communications regarding deadlines, eligibility, submission requirements, voting, and event details. 
• Participant Coordination: Assisting in participant recruitment, respond to routine questions, and maintain ongoing communication with employees. 
• Entry Administration: Receive, log, label, organize, and track submitted artwork and accompanying documentation. 
• Showcase Installation: Coordinate with gallery staff and internal departments on artwork installation, event setup, and breakdown. 
• Schedule Coordination: Assist in arranging schedules for jurors, and related program activities. 
• Voting Administration: Create, distribute, collect, and organize voting ballots and related materials. 
• Awards Coordination: Partner with Human Resources to coordinate awards, recognition, and winner information. 
• Company Announcements: Assist with preparing and distributing company-wide finalist and winner announcements to provided to Human Resources. 
• Event Support: Attend planning meetings, receptions, luncheons, and other showcase activities as needed. 

GENERAL RESP

• Assist on maintaining organized event files, vendor documentation, invoices, schedules, shipping records, and internal trackers. 
• Manage multiple events and competing deadlines while maintaining accuracy and responsiveness. 
• Build professional working relationships with internal departments, vendors, show organizers, venues, and logistics providers. 
• Handle company information, financial documents, vendor records, and consignment information with professionalism and discretion. 
• Follow established company policies, approval requirements, and event procedures. 
• Perform additional event-related duties and special projects as assigned. 

Requirements

QUALIFICATIONS:

• One to three years of experience in event coordination, logistics, project coordination, hospitality, administrative operations, or a related field is preferred. 
• Strong organizational and project-coordination skills, with the ability to manage multiple assignments and deadlines. 
• Excellent written and verbal communication skills. 
• Strong attention to detail and commitment to maintaining accurate records. 
• Experience communicating with vendors and coordinating orders, invoices, payments, or shipping is preferred. 
• Ability to exercise sound judgment, resolve routine issues independently, and escalate concerns appropriately. 
• Ability to collaborate professionally with employees at all organizational levels and with external business partners. 
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint. 
• Ability to learn and use Monday.com to coordinate events and track projects, along with other internal systems.? 
• Ability to work effectively in a fast-paced, deadline-driven environment. 
• Ability to work occasional evenings or weekends and travel when required by the event schedule. 
• A combination of relevant education, training, and professional experience will be considered.