Events Coordinator

Summary

Join Network Optix, a global leader in video software development, as an Event Coordinator! You will play a key role in planning, executing, and evaluating events across the US and Latin America. Responsibilities include coordinating with vendors, managing budgets, and ensuring seamless event logistics. You will also handle payment processing, maintain event documentation, and provide on-site support. This position requires 3+ years of event coordination experience and strong communication skills. Travel is required (25-50%). Network Optix offers competitive compensation, paid time off, flexible hours, and employer-sponsored health coverage.

Requirements

• 3+ years in event coordination or management, preferably with international event experience
• Proven ability to manage end-to-end event processes (planning, promotion, execution, evaluation)
• Strong track record of managing vendor relationships and contracts
• Proficient in managing documentation, including budgets, reports, and event planning materials
• Experience working cross-functionally with Sales, Marketing, Accounting teams
• Familiarity with processing and tracking invoices and payments
• Excellent written and verbal communication skills (English required; Spanish/Portuguese a plus)
• Proficient with Microsoft Office/Google Workspace
• Experience with event/project management software (e.g., Trello, Asana, Eventbrite, Cvent)
• Willing and able to travel 25–50% of the time, often on short notice
• Calm under pressure, especially in live event settings
• Proactive, solutions-oriented, and detail-obsessed
• Cross-cultural communication sensitivity and diplomacy
• Organized and systematic

Responsibilities

• Assist in coordinating with the events in the United States and Latin America
• Planning
• Promotion
• Vendor Coordination
• Execution and delivery of tasks
• Assist in completing event documents (planning and presentation materials)
• Facilitating payment coordination between the Sales, BD, and Partners
• Process invoices from vendors and partners
• Process sending invoices to partners
• Process consumable/giveaway order payments
• Conduct research and locate suitable vendors and materials required for events
• Gather event details and select package options
• Collect vendor information for giveaways, demo materials, and other event supplies
• Process orders related to events
• 25-50% Travel-ready on an as-needed basis
• Assist the team at events assigned by the events director
• Ensure all event-related documents and folders are correctly organized and kept in order. This involves regular housekeeping tasks to ensure everything is up to date and in the right place
• Provide end-to-end coordination for events in the United States and Latin America, ensuring all stages are executed seamlessly
• Collaborate on event planning, including setting objectives, budgets, timelines, and logistics
• Oversee the execution of planned events, ensuring all elements come together effectively on the event day
• Manage on-site operations, ensuring vendors, staff, and schedules align with plans
• Collect and analyze post-event data to evaluate success, measure ROI, and identify areas for improvement
• Prepare detailed reports and documentation of event outcomes for internal review
• Coordinate with vendors to secure necessary materials, services, and logistics for events
• Process vendor invoices and ensure timely payment in collaboration with the Sales, BD, and Partners
• Handle payments for consumables, giveaways, and other event-related orders
• Research and identify suitable vendors for specific event needs, including giveaways, demo materials, and other supplies
• Prepare and update event documents, such as planning materials, presentations, and reports
• Ensure event-related folders and documents are well-organized, up-to-date, and properly stored for easy access
• Manage the execution and delivery of assigned tasks, ensuring high-quality outcomes
• Gather event-specific details to choose appropriate packages and service options for optimal results
• Process all orders related to event requirements, including materials and supplies
• Assist at events as directed by the Events Director, ensuring a seamless experience for attendees and partners
• Travel to event locations (25–50% travel readiness required) to oversee and support event logistics as needed
• Facilitate coordination between Sales, BD, and Partners for event payment-related tasks
• Oversee the sending and tracking of invoices to partners and ensure the timely resolution of payment issues
• Perform regular housekeeping tasks to ensure all event-related files, folders, and documents are systematically maintained and accessible

Preferred Qualifications

• Experience coordinating both in-person and hybrid events is a plus
• Familiarity with event landscapes in Latin America (e.g., cultural considerations, vendor ecosystems, regulations)
• Language skills: Spanish and/or Portuguese proficiency for better vendor and partner communication
• Experience in event promotion, especially via digital marketing (email campaigns, social media, paid ads)
• Familiarity with tools like HubSpot, Mailchimp, Canva, or other promotional platforms
• Ability to collect and analyze post-event data to assess performance
• Skilled in creating visually appealing presentation decks (PowerPoint, Keynote, Google Slides)
• Basic graphic design experience (e.g., Photoshop, Canva) for creating simple event assets or giveaways
• Experience using event management platforms such as Cvent, Splash, Bizzabo, Eventbrite
• Familiarity with virtual/hybrid event tools like Zoom Events, Hopin, Whova, etc
• Familiarity with international shipping/logistics (e.g., customs, shipping demo materials)

Benefits

• Competitive compensation
• Paid time off
• Flexible working hours
• On-site work in our brand-new comfortable office
• Employer-sponsored health coverage
• Working with top industry experts in our international team
• Hybrid or Remote