Role Overview:
We are seeking a highly organized and detail-oriented Events Coordinator to manage the planning and execution of our conferences, webinars, meetings, and industry memberships. This role will oversee the full lifecycle of events-from planning and logistics to vendor management, budgeting, and post-event evaluation.
The ideal candidate is proactive, operationally strong, and comfortable collaborating closely with sales, marketing, and business development teams to ensure events drive measurable business outcomes.
Key Responsibilities:
Event Planning & Execution
- Own and manage the annual events calendar, including conferences, webinars, customer meetings, and industry events.
- Coordinate logistics for in-person and virtual events including venues, travel, catering, AV, and registration.
- Ensure seamless execution of events from planning through post-event follow-up.
Sales & Marketing Coordination
- Partner with sales and business development teams to plan event attendance strategies.
- Support pre- and post-event outreach campaigns, including invitations, follow-ups, and lead management.
Vendor & Logistics Management
- Manage relationships with event vendors including venues, production teams, technicians, and caterers.
- Negotiate vendor contracts and ensure services are delivered on time and within budget.
Budget & Financial Management
- Develop event budgets and track expenses against plan.
- Process invoices, manage payments, and maintain financial documentation.
- Oversee registration systems and attendee management.
Event Performance & Optimization
- Develop and manage post-event evaluation processes to measure event performance and ROI.
- Analyze metrics such as attendance, engagement, and lead generation to inform future event planning.
Industry Memberships
- Evaluate and recommend industry associations and memberships that align with company growth goals.
- Manage memberships and ensure the company maximizes benefits such as sponsorships, speaking opportunities, and networking access.
Qualifications:
- 3-5 years of experience in event coordination, marketing operations, or conference management
- Strong project management and organizational skills
- Experience managing budgets, vendors, and logistics
- Ability to coordinate across sales, marketing, and external partners
- Experience with event platforms, CRM systems, and registration tools preferred
- Excellent communication and problem-solving skills
- Ability to manage multiple projects simultaneously