Administrative Events Specialist

Administrative Events Specialist
Location: Melbourne, FL (On Site)
Employment Type: Full Time

Aztec Software is a trusted leader in adult education, workforce development, and career readiness solutions. Our programs help educators and learners gain the skills needed for success in school, work, and life.

We're seeking an organized and detail-oriented Administrative Events Specialist to help manage the logistics and coordination behind our national conferences, sponsorships, and webinars. This role is ideal for someone who enjoys planning, staying organized, coordinating multiple projects at once, and ensuring every detail is executed successfully.

What You'll Do

As our Events & Operations Coordinator, you'll serve as the central point of coordination for conference and webinar activities, helping ensure commitments are documented, organized, and supported from planning through completion.

Key Responsibilities

Event & Webinar Coordination

• Coordinate logistics for 100+ conferences, sponsorships, and webinars annually
• Maintain event records, schedules, deadlines, sponsorship details, and deliverables
• Manage and update a centralized conference and webinar calendar
• Support planning efforts to ensure events are organized and executed efficiently

Logistics & Administrative Support

• Coordinate conference registrations, lodging arrangements, and event-related logistics
• Track key deadlines and communicate requirements to internal teams
• Monitor upcoming events and ensure all necessary materials and resources are prepared
• Support webinar scheduling and administrative setup requests

Shipping & Materials Management

• Prepare, pack, and ship conference materials, booth supplies, and marketing collateral
• Track shipments to ensure timely delivery
• Maintain inventory of event materials and coordinate replenishment as needed
• Manage return shipping and post-event material recovery

Cross-Functional Collaboration

• Partner with Sales, Marketing, Product, Fulfillment, and Operations teams
• Communicate event requirements and coordinate internal support activities
• Submit and track marketing and collateral requests needed for conferences and webinars

Reporting & Documentation

• Maintain accurate records and event documentation
• Support post-event administrative activities and reporting
• Help improve organization, visibility, and operational efficiency across event programs

What We're Looking For

• 2+ years of experience in event coordination, administrative support, project coordination, or a similar role
• Exceptional organizational skills and attention to detail
• Ability to manage multiple deadlines and priorities simultaneously
• Strong written and verbal communication skills
• Experience coordinating logistics, schedules, meetings, or events
• Proficiency with Microsoft Office and collaboration tools
• Ability to work independently while collaborating across departments

Preferred Qualifications

• Experience supporting conferences, trade shows, webinars, or corporate events
• Experience coordinating travel or lodging arrangements
• Familiarity with inventory tracking, shipping, or event materials management

What We Offer

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Job Type: Full Time

Work Location: On Site

Equal Opportunity Employer

Aztec is a proud equal opportunity employer.