Event Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Assist the Event Marketing Manager in overseeing the annual event calendar for both sponsored and owned events.

• Organize planning for DataSpring-owned executive meetings, advisory groups, innovation councils, symposiums, webinars, and other proprietary events.

• Oversee event timelines, task trackers, agendas, run-of-show documents, attendee lists, and other planning materials.

• Manage logistics for virtual and in-person events, including registration, meeting platforms, venues, catering, shipping, signage, badges, materials, and supplies.

• Facilitate vendor coordination while tracking deliverables, documentation, timelines, and requirements.

• Handle attendee communications, including invitations, confirmations, reminders, calendar holds, and post-event follow-up.

• Provide support on the day of the event, including check-in, speaker readiness, room setup, attendee needs, materials distribution, and issue escalation.

• Keep precise event documentation, contact lists, vendor information, production notes, shipping records, and post-event files.

• Collaborate with Brand & Web, Product Marketing, Communications, Growth Marketing, Sales, and executive stakeholders.

• Organize presentations, agendas, signage, attendee materials, landing pages, registration forms, surveys, and follow-up communications.

• Assist with speaker scheduling, preparation materials, bios, headshots, presentations, and rehearsal logistics.

• Gather registration data, attendance information, survey responses, engagement notes, and stakeholder feedback for post-event reporting.

• Document insights from debriefs, lessons learned, open follow-ups, and process improvements.

• Maintain event templates, checklists, trackers, and shared planning resources.

• Identify opportunities for enhancing event coordination processes, attendee experience, and internal workflows.

⛳️ Requirements

• A minimum of 3 years of experience in event coordination, marketing coordination, project coordination, hospitality, executive meeting support, or related operational roles.

• Preferred experience in supporting virtual and/or in-person events, meetings, conferences, webinars, advisory groups, or executive convenings.

• Experience in healthcare, technology, associations, or B2B marketing is preferred but not mandatory.

• A Bachelor’s degree or equivalent experience is required.

• Strong organizational and project coordination capabilities.

• High attention to detail and a commitment to accurate and timely execution.

• Excellent written and verbal communication abilities.

• Strong problem-solving skills with the capability to escalate risks or issues as necessary.

• Comfort in supporting both virtual and in-person events, including executive-level meetings and stakeholder gatherings.

• Ability to collaborate effectively across marketing, sales, product, communications, and executive stakeholder groups.

• A sense of curiosity and a willingness to develop a working knowledge of DataSpring solutions, audiences, and event objectives.

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Experience with event registration platforms, webinar tools, project management tools, or CRM systems is preferred.

🏝️ Benefits

• Medical, dental, and vision coverage.

• 401(k) with company contributions and matching.

• Paid parental leave.

• Tuition assistance.

• Generous paid time off.

• Fully remote work environment.

• Support for professional growth.