Event Operations Coordinator

• The Event Operations Coordinator is the engine behind every field event we run
• You’re responsible for two things that matter most before the doors open: getting the right people in the room and making sure every logistical detail is locked and ready
• This is a high-ownership, detail-driven role that sits at the intersection of outreach, operations, and vendor coordination
• You’ll work closely with the Sr. Manager of Field Marketing to identify and secure the ideal attendee mix for every event, then execute every pre-event motion required to make it happen: registration, websites, campaigns, communications, and vendor follow-through
• You won’t be on-site, but your fingerprints are on everything that makes the on-site experience possible
• High-Quality Attendance:
• Partner with Sales Operations and the Field Marketing Manager to build targeted invite lists with the right mix of customers, in-pipe prospects, and net-new leads for each event
• Drive RSVPs and ticket confirmations through structured email cadences and direct outreach (phone, LinkedIn, etc.) to hit the goal every time
• Maintain minimum registration and attendance rates
• Quality matters as much as quantity. The goal isn’t a full room, it’s the right full room
• Outreach & Registration:
• Execute multi-touch outreach campaigns (email, phone, etc.) to drive RSVPs against event-specific targets
• Manage registration lists and ensure accurate, up-to-date attendee records throughout the pre-event cycle
• Coordinate with Sales to ensure reps are actively supporting outreach efforts for their accounts and prospects
• Pre-Event Logistics:
• Own pre-event operational details so that the Field Marketing Manager can focus on strategy, on-site experience, and sales conversion including:
• Ensure attendee travel is booked and act as liaison between attendees and travel agency as needed
• Build and maintain event websites where applicable
• Create and manage registration pages in Cvent
• Build Salesforce campaigns for every event and ensure proper tracking throughout
• Create and deploy all necessary UTMs, web links, and landing pages as needed
• Vendor Coordination:
• Once the Field Marketing Manager has selected and contracted vendors (swag, activations, venues, etc.), take ownership of all follow-through
• Manage day-to-day vendor communication to ensure deliverables are on time and meet expectations
• Escalate issues to the Field Marketing Manager as needed
• Track and process vendor invoices to ensure timely payment
• Attendee Communications:
• Draft and deploy all transactional attendee communications in partnership with the Field Marketing Manager, including:
• Know Before You Go (KBYG)
• Event updates and logistics changes
• Post-event surveys
• Ensure every attendee has the information they need to show up prepared and engaged
• Post-Event Follow-Up:
• Execute post-event email cadences to support conversion efforts
• Ensure all attendee and response data is accurately logged in Salesforce for pipeline tracking
• Secure survey responses and share this information with the broader leadership team for consideration and analysis

Benefits

• Medical, Dental, & Vision Insurance
• Competitive & Fair Pay
• Short & long-term disability
• Maternity & Paternity leave
• Centrally located open office in Sugar House
• Company swag that will make your friends envious
• Opportunity to make an impact on Day 1

Preferred experience

• Strong written and oral communicator; you can write a crisp, effective outreach email and are energized by following up via phone and social media
• Comfortable managing vendor relationships and holding external partners accountable to timelines
• Highly organized with strong attention to detail; you will catch things before they become problems
• Self-directed and proactive; you don’t wait to be told something needs to happen. You see it and own it
• Thrive in a fast-paced environment managing multiple events simultaneously
• Proven ability to run multi-touch outreach campaigns that drive real response rates, not just sends
• Experience with Cvent, Salesforce, and marketing operations fundamentals (UTMs, landing pages, campaign tracking)
• Prior experience in event coordination, marketing operations, or inside sales outreach preferred