Event Planner

About the Role

As an Event Planner, you will play a key role in bringing company and associate events to life through strong organization, coordination, and attention to detail. Working closely with the Events Manager and cross-functional partners, you’ll support the planning and execution of engaging events that reflect CarMax’s culture and values. You will coordinate event logistics, maintain timelines and budgets, support vendors and communications, and help ensure important details stay on track. This role is a great opportunity for someone who enjoys creating meaningful experiences, thrives in a fast-paced environment, and is eager to build their event planning and project management skills.

You will work as part of a collaborative, fast-paced team focused on creating engaging workplace experiences, recognition programs, and company events. Success in this role requires strong organization, attention to detail, curiosity, and a commitment to delivering excellent service while balancing multiple priorities.

Key Responsibilities

• Support company events from planning through completion, coordinating logistics, timelines, vendors, facilities, communications, volunteers, and day-of event needs under the direction of the Events Manager and with other event team members.
• Maintain the details and tools that keep events on track, using AI, spreadsheets, timelines, databases, and project management tools to track milestones, budgets, logistics, and deliverables.
• Coordinate event logistics.
• Track event budgets and expenses, maintaining accurate records, and escalating questions or variances as needed.
• Partner with internal teams to coordinate event communications, invitations, registration information, and marketing collateral.
• Support vendor coordination, including gathering information, tracking deadlines and deliverables, and serving as a point of contact for assigned event needs.
• Maintain event calendars, databases, checklists, templates, and project documentation, ensuring information is accurate and current.
• Support day-of event execution, helping troubleshoot needs and deliver a seamless associate and guest experience.
• Respond to associates, leaders, vendors, and partners with timely, professional, hospitality-forward service.
• Contribute to continuous improvement by capturing post-event feedback, documenting learnings, and identifying opportunities to make future events more efficient and consistent.

Requirements & Tech Stack

• Bachelor’s degree in Marketing, Communications, Hospitality, Business, or a related field or equivalent combination of education and experience.
• 0–2 years of experience in event coordination, hospitality, project coordination, operations, customer service, administrative support, or a related area; internship, volunteer, campus, or other relevant experience may be considered.
• Strong organizational skills with excellent attention to detail and follow-through.
• Demonstrated ability to coordinate multiple tasks, deadlines, and priorities in a fast-paced environment.
• Comfort using spreadsheets and digital tools to organize information, track details, and maintain accurate records.
• Strong customer service and interpersonal skills.
• Clear written and verbal communication skills.
• Ability to collaborate effectively with associates, internal partners, and external vendors.
• Ability to take directions, ask questions, and work independently on assigned responsibilities.
• Interest in learning event planning, project management, budgeting, and vendor coordination.
• Ability to travel overnight and work occasional evenings or weekends in support of events.

Preferred Qualifications

• Previous internship, volunteer, hospitality, campus programming, or event experience.
• Experience with project management tools, spreadsheets, registration platforms, or event technology.
• Experience supporting events, meetings, conferences, hospitality programs, or customer-facing experiences.

Work Location and Arrangement

• This role will be based out of the CarMax Home Office (Richmond, VA) and associates will work onsite 4 days per week.