Event Operations Coordinator

Join a dynamic and forward-thinking organization renowned for delivering impactful corporate conferences, executive meetings, and advisor events. We are seeking a highly organized and process-driven individual to become the operational backbone of our event team. This is a unique opportunity to play a pivotal role in the successful execution of a diverse portfolio of events, directly contributing to memorable experiences for our attendees and partners. Your expertise will be crucial in managing the intricate details that bring our vision to life, ensuring seamless operations and elevating the overall quality of our programs.

About the Opportunity

We are looking for a detail-oriented professional to join our events team for a contract engagement. In this role, you will serve as the operational backbone for a diverse portfolio of corporate conferences, summits, executive meetings, and advisor events. Working directly alongside a collaborative team and reporting to leadership, you will take ownership of event technology setup, attendee management, platform workflows, and key administrative logistics. This role focuses on project tracking, systems management, and execution support, ensuring every event runs flawlessly.

Key Responsibilities

• Event Technology & Registration Management: Design, build, and manage event registration websites, attendee portals, and post-event survey forms using industry-leading event management software.
• Attendee Communications: Manage invite lists, send confirmation emails, track RSVPs, and generate clean, accurate attendance reporting to ensure smooth attendee journeys.
• Project Management & Workflow Tracking: Utilize project management tools to maintain project timelines, operational checklists, meeting agendas, and team deliverables, ensuring all tasks are on track.
• Speaker Logistics: Manage speaker tracking databases, organize presentation slide decks, and ensure all session assets are collected on schedule for a polished presentation experience.
• Logistical & Administrative Support: Lead operational preparation, including packing, labeling, shipping, and tracking event materials, signage, and collateral.
• Vendor & Venue Coordination: Assist with hotel room blocks, venue logistics, room setups, catering arrangements, and audio/visual (AV) requirements to create optimal event environments.
• Financial Tracking: Maintain invoice records, process purchase orders, assist with budget documentation, and help reconcile post-event expenses, ensuring financial accuracy.

Qualifications

• Experience: 3+ years of hands-on operational and administrative experience supporting corporate events, conferences, or large-scale meetings.
• Event Software Expertise: Demonstrated proficiency with Cvent (or comparable event management software such as Splash, Bizzabo, or Eventbrite).
• Project Management Tools: Strong experience utilizing Asana (or similar tools like Trello, Monday.com, or Smartsheet) for daily task tracking and team workflows.
• Software Tools: Intermediate-to-advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.
• Key Skills: High attention to detail, strong problem-solving skills, and a process-driven approach to tracking deliverables.
• Travel & Flexibility: Ability to work onsite, with flexibility to travel occasionally to support onsite event operations as needed.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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