Job Description
Avetta is building the largest global community of hiring clients and suppliers that are Ready to Work. Its unified platform streamlines compliance, prequalification, safety and performance benchmarking in a single, integrated experience. Trusted by 360,000 businesses across more than 120 countries, Avetta blends AI-driven insights and human expertise to close risk gaps and strengthen supplier reliability so projects start on time, risks are managed proactively and operations scale with certainty.
If within commutable distance to our office, this role would require a hybrid schedule (3 days in office, 2 days work from home). Those outside of commutable distance may be considered on a remote basis.
SUMMARY
The Events & Marketing Coordinator is a highly organized, execution-focused member of Avetta’s Global Events team. The role’s primary focus is the operational planning and delivery of the company’s tradeshow and conference program, with additional support for field marketing programs, roundtables, and proprietary events.
This coordinator owns the details that keep events running smoothly—from registrations, exhibitor requirements, booth services, shipping, and vendor follow-through to production schedules, on-site readiness, and post-event closeout. The role partners closely with the Global Events Specialist and cross-functional stakeholders to keep workstreams moving, surface risks early, and deliver accurate, polished work on time and within budget.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Tradeshow and Event Execution
- Coordinate the operational lifecycle of assigned tradeshows and conferences, from initial planning and registration through onsite execution and post-event closeout.
- Own registration deadlines, exhibitor portals, show requirements, forms, badges, service orders, and other event deliverables; maintain clear status and escalate risks before deadlines are jeopardized.
- Coordinate booth logistics, including freight, shipping and tracking, storage, material handling, installation and dismantling, and return shipments.
- Order and confirm show services such as internet, electrical, furnishings, lead retrieval, and other booth or venue requirements; verify details against approved plans and budgets.
- Maintain accurate inventories and movement records for booth properties, signage, collateral, swag, and other branded assets across offices, storage locations, and event sites.
- Build and maintain detailed timelines, checklists, production schedules, staffing plans, and run-of-show documents; confirm owners, due dates, dependencies, and completion status.
- Prepare event materials and stakeholders for execution, checking quantities, specifications, shipping addresses, arrival dates, and onsite needs.
- Provide hands-on onsite support as needed, including travel, setup, troubleshooting, vendor coordination, and timely issue escalation.
- Support execution of field programs, roundtables, and proprietary events as business needs require.
Vendor and Partner Coordination
- Coordinate day-to-day communication with show organizers, venues, general contractors, shipping providers, and other external partners.
- Confirm orders, deadlines, deliverables, and service details in writing; maintain organized records of confirmations and changes.
- Track contracts, certificates of insurance, invoices, and required event documentation, coordinating timely completion with the appropriate internal partners.
- Monitor vendor deliverables and event logistics against approved plans; identify discrepancies and resolve or escalate them promptly.
Cross-functional Event Support
- Coordinate event-related marketing deliverables, including graphics, signage, collateral, swag, booth assets, and other materials, with internal creative and marketing partners.
- Keep stakeholders informed with clear updates on status, deadlines, dependencies, open questions, and changes.
- Support lead-capture readiness and post-event handoffs, including coordination of materials, systems, and follow-up logistics with relevant teams.
- Help ensure event assets and deliverables are accurate, brand-aligned, complete, and available when and where they are needed.
Program Operations, AI, and Process Improvement
- Maintain accurate event trackers, budgets or expense records as assigned, timelines, project plans, files, and documentation so the team has a dependable source of truth.
- Use approved AI-enabled tools and digital platforms, as appropriate, to accelerate administrative work and improve event workflows—for example, organizing information, creating first drafts of checklists or timelines, summarizing non-sensitive materials, and identifying process steps that can be standardized.
- Review and verify AI-assisted outputs before use; apply human judgment to event details, dates, quantities, costs, contractual requirements, and stakeholder communications.
- Follow company guidance for approved tools, data handling, privacy, and confidentiality; do not enter sensitive or restricted information into unapproved AI systems.
- Stay adaptable as AI capabilities and event tools evolve, learn new workflows, and share practical ways technology can reduce repetitive work without compromising accuracy or service quality.
- Identify opportunities to improve templates, checklists, asset tracking, handoffs, and other repeatable processes; help document and implement agreed improvements.
- Assist with post-event reconciliation, closeout, and documentation, capturing outstanding actions and operational learnings for future events.
- Serve as a reliable day-to-day execution partner who takes ownership, closes loops, and consistently meets commitments.
IDEAL QUALIFICATIONS:
- Bachelor’s degree in Marketing, Communications, Event Management, or a related field preferred.
- 3+ years of experience in event coordination, field marketing, or tradeshow management, preferably in a B2B environment.
- Demonstrated experience coordinating tradeshow logistics, exhibitor requirements, vendors, service orders, shipping, and event deadlines.
- Exceptional organizational skills and attention to detail, with a systematic approach to tracking multiple workstreams, dependencies, and deadlines.
- Strong follow-through and accountability; able to anticipate needs, catch inconsistencies, maintain accurate records, and close out details without repeated reminders.
- Able to manage multiple events and shifting priorities in a fast-paced, deadline-driven environment while remaining calm, responsive, and precise.
- Comfortable using AI-enabled tools to support work and eager to learn new applications; able to evaluate outputs critically, protect confidential information, and maintain accuracy.
- Proficiency with project management and event platforms such as Wrike, Cvent, Asana, or comparable tools; strong working knowledge of common office and collaboration software.
- Clear written and verbal communication skills, with the ability to coordinate collaboratively with internal stakeholders and external partners.
- Resourceful problem-solver who takes initiative, raises issues early, and knows when to resolve a detail independently or escalate it.
- Willingness to travel approximately 30% as needed.
At Avetta, we are committed to salary transparency to ensure equitable hiring practices and promote trust. The salary range included in this job posting is based on internal and market data and the role’s responsibilities. The final compensation offered to a candidate will be determined by several factors, including work location, job-related skills, experience, and relevant education or training.
The salary range for this position is $70,000-$77,000 USD per year.
Benefits included:
- Health, Dental, and Vision Insurance
- 401(K)
- Flexible Time Off
To apply for this position, please submit your online application by November 6, 2026, at 11:59 PM PST.
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