Events Coordinator

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

📋 Description

• Register booths and teams, while overseeing exhibitor deadlines, forms, and badge lists.

• Negotiate and manage vendor contracts, including deposits, payment schedules, and cancellation policies.

• Develop and monitor budgets for each event.

• Order printed materials, booth graphics, and promotional items, ensuring timely shipping of booth materials.

• Create Notion preparation documents that detail schedules, booth setup instructions, staffing, meetings, and key contacts.

• Arrange flights and accommodations for the team.

• Make restaurant reservations for client dinners and team gatherings.

• Organize return shipping and maintain an inventory of booth materials.

• Reconcile invoices and expenses with event budgets.

• Document costs and insights for future event planning.

• Identify and secure speaking engagements for the Business Development team.

• Maintain a shared calendar of events, deadlines, and speaking opportunities.

• Assist go-to-market leaders with travel, scheduling, and logistics as needed.

• Ensure events are executed on schedule and within budget, provide teams with prepared booths and reliable documentation, and help Business Development sustain a consistent calendar of speaking opportunities.

⛳️ Requirements

• 5 to 7 years of experience in event coordination, executive support, or a combination of both, particularly in trade shows or conferences.

• Experience with events in public safety, government, or related sectors is an advantage.

• Proven ability to manage multiple events simultaneously with overlapping deadlines.

• Proficiency in negotiating with vendors and interpreting contracts.

• Experience in creating and managing event budgets.

• Background in coordinating group travel and managing busy calendars.

• Excellent written communication skills.

• Strong documentation habits to ensure clarity for others, ideally using Notion.

• Ability to remain composed under pressure when plans change during the week of an event.

🏝️ Benefits

• Medical, dental, and vision insurance.

• Flexible PTO.

• 401(k) with company matching.

• Access to the same performance coaches available to clients.