Events Coordinator

Summary

Join our dynamic team as a motivated and detail-oriented Events Coordinator! With 2+ years of experience in virtual event planning, you'll manage various events, from monthly Zoomcasts to large-scale virtual expos. Collaborate with marketing, sales, and leadership teams to ensure seamless event execution. Responsibilities include coordinating logistics, managing vendor relationships, and ensuring event branding aligns with company goals. You'll utilize tools like HubSpot, Zoom, and Asana. This role reports to the Marketing Director and requires strong organizational, communication, and problem-solving skills.

Requirements

• Experienced in Event Planning: 2+ years of experience managing virtual events, webinars, and expos
• Highly Organized & Detail-Oriented: Capable of juggling multiple events, deadlines, and logistics
• Tech-Savvy: Proficient in Zoom, HubSpot, Asana (or similar tools), and event platforms
• Proactive Problem-Solver: Able to anticipate challenges and create solutions
• Excellent Communicator: Skilled in coordinating with internal teams, vendors, and external partners
• Self-Motivated & Independent: Comfortable working in a remote environment and taking ownership of responsibilities

Responsibilities

• Coordinate all logistics for remote conference and expo events, including: Overseeing virtual booth design and platform set-up
• Manage shipping and handling of promotional materials (banners, brochures, etc.) to event platforms
• Support speaking engagements, including A/V needs and presentation preparation
• Manage lead capture and follow-up processes in collaboration with sales and marketing teams
• Budget management, vendor coordination, and contract negotiations
• Ensure event branding, messaging, and materials align with company goals
• Collaborate with vendors and internal teams to ensure seamless event execution
• Plan, schedule, and execute monthly live Zoomcasts
• Handle invitations, registrations, reminders, and follow-up communications
• Ensure all presenters have necessary assets (slides, videos, scripts)
• Oversee technical execution to guarantee a smooth live experience
• Coordinate post-event tasks, including: Uploading recordings
• Tracking engagement
• Sending follow-up materials and promotions
• Organize and manage 1-hour training Zoom events
• Collaborate with internal experts to curate relevant leadership and business training topics
• Handle logistics, scheduling, invites, and reminders for attendees
• Ensure all training materials (slides, recordings, workbooks) are prepared and distributed
• Provide post-event support, including uploading recordings, sending follow-up emails, and summarizing Q&A sessions