Education & Events Coordinator (Fort Smith)
Position Summary The Education & Events Coordinator supports the day-to-day logistics that keep Harper Ellis education events organized and running smoothly. Reporting to the Director of Education & Events, this role carries out assigned details for workshops, summits, and company events from initial preparation through post-event follow-up. Responsibilities include coordinating with venues and vendors, arranging travel, placing and tracking event orders and shipments, supporting educator scheduling and assignments, and ensuring events are accurately added to the appropriate team calendars. This role also keeps event dates, times, locations, and internal details current so the teams involved have the information they need. The Education & Events Coordinator works cross-functionally with Salon Success Partners, Operations, and Marketing to support event execution and ensure each event reflects Harper Ellis standards. The Coordinator helps keep events on schedule and within budget, organizes operational and participant feedback provided by the appropriate team members, and supports event-related PR and creative requests as assigned. This is a hands-on, execution-focused role for someone who is highly organized, follows through, and takes ownership of the details. The right person will be comfortable managing multiple timelines, working with internal and external partners, and addressing issues quickly so nothing falls through the cracks. About Harper Ellis Hair Co. Harper Ellis Hair Co. is devoted to raising the bar in the extension industry—from our unmatched education, stylist-first customer service, and untouchable hair quality. We believe there’s an extension method for everyone. Our quality changed the industry standard, and we’re here to keep raising the bar. Our core values are the backbone of our business and guide our hiring process: Inspirational, Disciplined, Transparent, Accountable, Aligned, and Results-Oriented. Benefits & Culture Harper Ellis Hair Co. is proudly headquartered in the heart of charming downtown Fort Smith, Arkansas, where our team works from a newly renovated historic building that blends character, creativity, and modern innovation. As we continue to grow — with exciting expansion plans already underway — we’re building more than an extension brand; we’re building a company for passionate people who want to make an impact. Located in a vibrant, walkable downtown filled with local restaurants, different cultures, and community spirit, our HQ offers the perfect balance of small-town warmth and big-vision ambition. Along with our collaborative, forward-thinking environment, Harper Ellis Hair Co. provides competitive benefits including 401(k) matching , health , dental , and vision insurance , plus paid time off — because we believe investing in our team is just as important as investing in our future. Key Objectives Event Logistics & On-Site Execution Execute day-to-day logistics for assigned workshops, summits, and company events per direction from the Director Coordinate venue details, classroom/meeting space needs, rentals, and other on-site logistical requirements Provide on-site event support — setup, materials, educator support, vendor coordination, and troubleshooting Support post-event wrap-up: organizing expenses, outstanding follow-ups, and documentation for future events Use finalized rosters and participant requirements provided by the Education & Events Specialist to prepare materials, spaces, supplies, and other event logistics Maintain and execute approved event playbooks, planning timelines, checklists, and run-of-show documents Prepare the operational portion of each post-event review, including expenses, vendor performance, readiness issues, and outstanding follow-up, within the established turnaround Educator & Salon Success Partner Coordination Apply the Director's educator assignment framework to match confirmed educators to specific events, class types, or client segments Communicate event assignments, schedules, and logistical details to educators once decisions are finalized Serve as the day-to-day point of contact for educators and Salon Success Partners on event logistics, travel, venue needs, and deadlines Confirm educators have the materials, schedules, and information needed prior to each event; flag gaps early Keep organized records of educator confirmations, changes, and outstanding needs Escalate scheduling conflicts or educator readiness concerns to the Director Vendor & Venue Coordination Communicate directly with approved vendors on pricing, availability, delivery details, setup requirements, and timelines Gather quotes and information needed for purchasing decisions and prepare event orders for Director review and approval Coordinate approved orders through fulfillment or delivery and track them through completion Confirm vendor details ahead of each event — arrival times, delivery locations, contacts, quantities, and setup expectations Keep organized documentation of vendor contacts, quotes, confirmations, and event-specific orders Receive and inspect vendor and strategic-partner materials to confirm quantities, condition, accuracy, and readiness before each event Document shortages, quality concerns, or missing deliverables and escalate issues to the Director promptly Travel & Scheduling Support Book and coordinate approved travel for educators and team members Gather required travel information from educators and team members and communicate itineraries, lodging details, and schedule expectations Track travel confirmations and flag potential conflicts or missing arrangements Coordinate schedule changes and communicate updates to affected educators and internal teams Ordering & Procurement Execution Place and track approved orders for event materials, supplies, and signage within approved specs and budget Maintain vendor lists, pricing agreements, and procurement documentation for future events Follow established approval processes; never place unapproved orders or commit company funds without authorization Execute approved merchandise and physical brand-asset orders and track inventory, shipments, and delivery through completion Coordinate approved merchandise, displays, signage, and other physical assets needed for events Event-Related PR & Marketing Support Support Harper Ellis brand participation in external events, trade shows, and speaking engagements tied to education programming — handling logistics, materials, and on-site coordination Submit and track creative and signage requests to Marketing for event-specific assets, providing accurate event details, deadlines, specs, and quantities Gather event-related PR assets (photos, quotes, testimonials) for Marketing/PR use as requested Execute the logistics for approved strategic-partnership activations, including partner-supplied assets, shipments, setup requirements, and on-site deliverables Collaborate with Marketing to source testimonials for events and speaking engagements. Ad-hoc marketing special projects Event Feedback & Reporting Collect operational feedback from educators, vendors, Salon Success Partners, and internal teams following each event Receive participant survey results and other participant feedback from the Education & Events Specialist Compile participant and operational feedback into a clear, organized format for Director review Track feedback trends across events and flag recurring concerns to the Director. Maintain a feedback archive by event to support future planning and program improvements Compile educator performance data provided through participant surveys, program records, and other approved sources for Director review Work with lead to prepare and submit post-event performance reports to Company leadership Ad-hoc special marketing projects Financial & Administrative Coordination Collect, organize, and maintain event-related financial documentation — receipts, invoices, and vendor quotes Provide Finance with complete information on approved event charges Flag missing financial information or unexpected expenses before they become last-minute issues Technical Competencies Event logistics coordination — venue, vendor, and on-site execution Basic vendor negotiation and quote comparison Travel booking and itinerary coordination Comfortable coordinating with educators, Salon Success Partners, vendors, venues, and internal teams on event logistics. Familiarity with survey tools for post-event feedback collection Budget tracking and expense documentation Proficiency with Google Workspace and Asana Clear, professional written and verbal communication with vendors, venues, educators, and travel partners Comfortable supporting marketing/PR coordination tasks Preferred Education & Experience 1–3 years of experienc
