Hybrid Events & Administrative Manager bei HWC Engineering

WHAT YOU’LL DO

Client-Facing Event Planning & Hosting

• Plan, coordinate, and serve as onsite host for major client events.
• Handle all event logistics: venue selection, catering, transportation, entertainment, lodging, prizes, branded materials, etc.
• Coordinate and represent HWC at regional events across Indiana

Internal Staff Events & Support

• Plan and manage logistics for annual corporate events including:
  • Sales Meeting, Holiday Party, Summer Family Outing & Annual Corporate Town Hall
• Coordinate RSVPs, hotel bookings, catering, décor, and setup/teardown
• Provide support to corporate leadership in managing travel, accommodations, and scheduling

Association & Conference Participation

• Track and prepare for 5–10 conferences and association events annually
• Handle event registration, booth setup, and staffing (occasional in-state travel required)
• Manage travel and accommodations for attending staff
• Represent HWC at key conferences 
• Coordinate and support speaking engagements and sponsorships
• Plan smaller client-facing events, including meetings, dinners, and presentations

Client Gifts & Communications

• Coordinate annual client gift program from ordering to distribution
• Manage client entertainment logistics, including ticket distribution and reservations
• Oversee mass mailings, invitations, email campaigns, and holiday cards

Marketing Support

• Maintain and inventory branded materials and booth displays
• Assist with marketing activities such, Proposal printing, Award nomination and Ad coordination with associations and memberships

WHAT YOU NEED

5+ years of experience in event planning, administrative support, or coordination

Detail-oriented and highly organized, with the ability to plan and think up to a year in advance

Outgoing, personable, and professional demeanor

Experience working in a professional services environment (engineering, architecture, legal, accounting, etc.) strongly preferred

Proficiency in Microsoft Office Suite (Excel, Word, Outlook)

WHY WORK WITH US

At HWC Engineering, our foundation is built upon a vibrant culture that celebrates diversity, collaboration, and innovation. We believe in creating an environment where every individual feels valued, supported, and inspired to thrive.

• The strength of our company lies in the well-being & growth of our employees. That's why we prioritize professional development, providing avenues for continuous learning & career advancement.
• Our culture isn't just a statement; it's the fabric that binds us together, guiding us as we navigate challenges, celebrate successes, & create a workplace where everyone feels empowered to excel. We are humbled to have been named a Best Place to Work in Indiana by the Indiana Chamber of Commerce from 2016 – 2025; 10 years in a row!
• Collaboration is more than a buzzword for us; it's ingrained in our DNA. Teamwork is at the core of our success, and we celebrate the achievements of each member, knowing that our collective efforts lead to exceptional outcomes.
• Embrace freedom! We promote work life balance with tailored schedules & flexible work environment with remote, hybrid in-office, and/or full-time in office workspaces offered dependent upon position / situation (and ability to work from home). 
• Experience an exceptional salary package with performance-driven bonuses and recognition that outshines the rest!

ABOUT HWC

HWC Engineering is a full-service consulting engineering firm that provides water, wastewater, stormwater, transportation, inspection, site engineering, survey, landscape architecture and planning services to both the public and private sectors.

Founded in 1989 in Terre Haute, Indiana, HWC has additional offices in Indianapolis, Lafayette, Muncie and New Albany, allowing us to provide professional engineering services to clients throughout Indiana and the Midwest.

HWC is an Equal Opportunity Employer (EEO) that does not discriminate on the basis of race, religion, age, gender or any status protected by federal, state or local laws. All employment decisions are based on qualifications, merit, competence and performance.