Event Programs Coordinator

Event Programs Coordinator

This role provides critical project management and operational support for the client's I&D external conference program. Working closely with the program manager, the event programs coordinator ensures seamless planning, execution, and follow-through across a portfolio of high-profile conferences.

Key Responsibilities

• Event Planning & Execution
• Support end-to-end planning and on-site execution of external I&D conferences, from early-stage logistics through post-event wrap-up
• Assist in developing event timelines, run-of-show documents, and operational plans in collaboration with the Program Manager
• Travel on-site to support conference execution, with anticipated travel in October and November
• Communications
• Draft, review, and deploy communications to internal stakeholders and conference attendees across multiple touchpoints
• Monitor and manage the program inbox, triaging inbound requests and ensuring timely responses
• Manage bi-weekly leadership update reports, synthesizing program status into clear, concise summaries
• Field and resolve employee requests submitted via ServiceNow, routing escalations as appropriate
• Attendee Management
• Serve as a secondary point of contact and backup support for attendees at Tier 1 conferences, responding to questions and providing support via dedicated Slack channels
• Manage attendee tracking, registration coordination, and pre/post-conference communications
• Design, deploy, and analyze attendee surveys; distill findings into actionable insights and share with the program team
• Content & Submissions Management
• Own the intake process for speaker and content submissions, ensuring accurate tracking and timely follow-up with submitters
• Coordinate content review workflows in partnership with internal teams and conference stakeholders
• Project & Timeline Management
• Maintain and update project timelines in Wrike, keeping workstreams on track and flagging risks proactively
• Plan and facilitate team meetings, including setting agendas, capturing notes, and tracking action items to closure
• Create comprehensive post-event recaps for each conference, documenting key outcomes, metrics, and learnings
• Tools & Platforms
• Proficiency in Keynote required: ability to build and refine presentation materials for both internal and external audiences
• Working knowledge of Wrike, Slack, ServiceNow, and the client's internal events and communications platforms preferred

**Only those lawfully authorized to work in the designated country associated with the position will be considered.**

**Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.**