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Event Coordinator

Salary: USD 50-55,000
Location: Chicago (hybrid)    Schedule: Full time

About us

Klett World Languages is a growing educational publisher located in Chicago with a flourishing North America market share. Publishing high-quality Spanish, French, German, and Italian content for grades K-12 and higher education, Klett World Languages is the newest venture of the European-based Klett Group, which was founded in 1897 and encompasses 80+ educational enterprises.


At Klett World Languages, we create content that helps students build authentic communicative competence and become global citizens. Our materials are authentic, accessible, and help students create connections to our increasingly global world. We strongly believe that educators play a key role in language learning. Therefore, part of our mission is to support them and provide opportunities for professional development. At Klett World Languages, we are driven to change world language education in North America for the better.

Why join Klett World Languages?

Klett World Languages is uniquely positioned as a start-up publishing company in the U.S. and Canada yet is financially backed by a leading European publishing group. Because of this, we have been able to think outside of the box and redesign language learning to meet today’s needs. It’s no surprise that we are called “disrupters” within the world language publishing industry.

Klett World Languages supports an international work environment and global work culture that provides room for personal and professional growth as our market share expands exponentially throughout the U.S. and Canada. The leadership makes a concerted effort to respect work-life balance through generous paid time off (PTO) and remote work policies, flexible schedules when possible, and paid professional development. Leadership encourages a growth mindset, provides coaching, and promotes belonging and inclusivity. Klett World Languages also rewards its team for its growth and success through individual bonuses tied to evaluations, prizes and rewards tied to sales earnings, and yearly retreats.

The Klett World Languages Team is driven by the mission of how we can help change world language education in North America for the better…are you driven to make this change with us?

Job description

Job overview

As an Events Coordinator at Klett World Languages, you will play a central role in planning, organizing, and seamlessly coordinating all travel arrangements and shipments associated with conferences and other in-person events. In addition to managing logistics, you will take charge of the overall event planning process, ensuring the successful execution of our company’s participation in various events. Your expertise will be vital in creating engaging and memorable experiences that allow us to connect with our target audience, showcase our products, and foster meaningful relationships within the language learning community. You will report directly to the Director of Sales, but your work will impact the entire company.


In-Person Event Planning: Lead the comprehensive planning and organization of in-person events, including conferences, seminars, workshops, and trade shows. Collaborate with the Sales, Adoptions, and Marketing teams to review concepts and coordinate event schedules as well as serve as the primary point of contact for external partners/event organizers. 
Event Logistics Management: Oversee all aspects of event logistics, including travel arrangements, accommodation, and shipping of promotional materials, products, and equipment to and from conferences and events.
Travel Coordination: Arrange flights, accommodations, ground transportation, and any other travel-related needs for event attendees and staff, ensuring alignment with specific event requirements, business objectives, and budget considerations.
Shipping and Inventory Management: Arrange the timely shipment and delivery of event materials, ensuring the availability and proper presentation of promotional items, brochures, samples, and other necessary resources.
Budget Management: Work closely with the finance team to develop and adhere to budgets for events, ensuring cost-effective planning and adherence to financial guidelines.
Vendor Relations: Establish and maintain strong relationships with shipping companies, hotels, and other service providers to negotiate favorable rates and ensure the highest level of service for the company.
Communication: Regularly communicate with internal stakeholders, event organizers, and attendees to provide essential information, updates, and support related to event logistics and planning.
Event Coordination Support: Provide valuable support to the Sales and Adoptions teams  in executing event plans, offering your expertise in logistics, organization, and creative input.
Problem Solving: Identify potential logistical and planning challenges and develop contingency plans to overcome any obstacles that may arise during the event preparation and execution phases.
Event Reporting: Maintain detailed records and produce post-event reports, including evaluation metrics, expense summaries, and feedback analysis to continually improve future event planning and execution.
Compliance: Stay up-to-date with all relevant regulations, travel policies, and industry best practices, ensuring full compliance with company guidelines and legal requirements.

Qualifications, knowledge, and skills

  • Bachelor’s degree in Event Management, Hospitality, Business, or a related field.
  • Proven experience (3-5 years) in event coordination, logistics, and planning for in-person events.
  • Strong organizational skills with the ability to multitask and manage various projects simultaneously.
  • Exceptional attention to detail and ability to maintain accuracy under pressure.
  • Excellent communication and interpersonal skills for effective collaboration with diverse teams.
  • Proficiency in travel and logistics management software and tools.
  • Ability to work independently and make decisions in a fast-paced environment.
  • Knowledge of other languages besides English is an advantage but not a strict requirement.
  • Willingness to travel and work flexible hours as necessary to support events.
  • A passion for language learning and cultural exchange is a plus.
  • Ability to travel to in-person events both locally and across the country.

Physical Requirements

  • Must be comfortable picking up boxes up to 30 lbs and moving boxes with use of platform or hand dolly.
  • Must be able to stand for long periods at conferences.
  • Ability to pack boxes and equipment in organized manner.


  • Health insurance
  • Up to 12 weeks parental leave, paid 50%
  • 16 days PTO, which increase to 25 days after two years with the company
  • US federal holidays off
  • Retirement plan with 3% employer match

Please submit your updated resume, cover letter, and any relevant certifications or references to [email protected]. In your cover letter, briefly describe your experience in event coordination, logistics, and in-person event planning. Highlight your achievements and explain why you are the ideal candidate for the Events Coordinator position at Klett World Languages.