Job description
We are seeking a motivated and detail-oriented Events Coordinator to join our dynamic team. The ideal candidate will have 2+ years of experience in event planning, including organizing virtual events, managing social media accounts, and coordinating booth design and set-up for remote events. This role will involve handling a variety of events, from monthly Zoomcasts to large-scale virtual expos, while collaborating closely with marketing, sales, and leadership teams. The Events Coordinator will be responsible for executing all aspects of event logistics, ensuring smooth and successful events from start to finish.
Responsibilities:
1. Virtual Expo Event Management (2-3 Major Events Per Year)
• Coordinate all logistics for remote conference and expo events, including:
• Overseeing virtual booth design and platform set-up.
• Managing shipping and handling of promotional materials (banners, brochures, etc.) to event platforms.
• Supporting speaking engagements, including A/V needs and presentation preparation.
• Managing lead capture and follow-up processes in collaboration with sales and marketing teams.
• Budget management, vendor coordination, and contract negotiations.
• Ensuring event branding, messaging, and materials align with company goals.
• Collaborating with vendors and internal teams to ensure seamless event execution.
2. Public Zoomcast Coordination (Monthly, Open to the Public)
• 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.
3. Internal Client Training Events (Monthly, Exclusive to Clients)
• Organize and manage 1-hour training Zoom events for Business clients.
• 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.
Additional Notes:
• This role reports to the Marketing Director and works closely with marketing, sales, and leadership teams.
• Travel is not required for expo events.
• Tools used in this role include HubSpot, Zoom, Asana (or similar project management tools), and event-specific platforms.
• 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.
