Events Operations Coordinator

Summary

Join WorkWave's Events Team as a detail-oriented and highly organized individual to provide part-time, temporary support from August to January. This role offers up to 25 hours per week and involves coordinating staff travel, managing event registration systems, assisting with event documentation and communication, and providing day-to-day administrative support for trade shows, customer conferences, and other events. The ideal candidate is proactive, tech-savvy, and comfortable managing multiple priorities. This position offers a casual work environment with remote work flexibility. WorkWave is a remote-first global company with a startup feel, valuing diversity and a healthy work-life balance. The company provides a robust benefits package, including health and dental insurance, 401k matching, flexible time off, paid holidays, and more.

Requirements

• Strong organizational skills and attention to detail
• Ability to multitask
• Reliable, flexible, and ability to work independently
• Proficient in Google Workspace (Docs, Sheets, Drive)

Responsibilities

• Coordinate and track staff travel logistics
• Create and manage Navan travel links
• Coordinate staff hotel needs with internal stakeholders
• Track all travel booking processes on spreadsheet
• Assist with registering staff for name badges
• Assist with creating pre-show decks and Know Before You go docs
• Handle post-show logistics
• Sending out giveaways
• Coordinate staff travel logistics
• Create and manage Navan travel links
• Manage Passkey room block system for staff
• Complete Cvent Academy Passkey trainings
• Handle all staff hotel bookings & changes on the back end
• Assist with customer service emails
• Process refunds, cancellations, and name swaps
• Answer basic event questions
• More complex questions/concerns can be directed to Events Team
• Assist with Cvent platform tasks
• Assist with pulling weekly registration reports
• Monitor speaker & partner registrations
• Assist team to build and QA the Cvent event app
• Perform final cross checks between Cvent app and final agenda room plotting sheet for accuracy
• Assist with swag orders as needed
• Future trade show vetting

Preferred Qualifications

• Experience with travel tools (e.g., Navan), event platforms (Cvent, Passkey) a plus
• Prior event support or logistics experience a plus

Benefits

• Health and dental and 401k with company match
• Flexible Time Off policy or generous PTO plan (role dependent) and paid holidays
• Up to 4 weeks paid bonding leave
• Tuition reimbursement
• Robust Employee Assistance Program through TotalCare offering free counseling 24/7/365, plus financial counseling, legal guidance, adoption assistance services and much more!
• 24/7 access to virtual medical care with Teladoc
• Quarterly awards based on peer nominations
• Regional discounts and perks
• Opportunities to participate in charitable events and give back to the community