Event Communications Coordinator

Responsibilities

• Supporting with speaker and content management, venue and vendor procurement and management, and other event logistics
• Coordinating and communicating event logistics to speakers, including sending calendar invites, status updates, and requests for information, booking travel, developing briefing docs, and coordinating prep calls
• Conducting industry research to inform agendas and source appropriate potential speakers, panelists, and companies to participate
• Drafting agendas, attendee communications, session descriptions, and email copy
• Keeping event documentation organized and current, from client follow-ups, briefing docs, speaker asset status reports, workback timelines, and production timelines, checklists, and run-of-show documents
• Maintaining speaker rosters, master documents, trackers, and databases with a high level of accuracy
• Conducting quality assurance checks between calendar holds and agendas
• Supporting the team with ad hoc tasks, including venue and vendor research, guest lists and RSVPs, name badge generation, print and supply orders, event inventory lists, and expense tracking
• Taking notes on client and internal meetings and speaker prep calls
• Contributing to Events team marketing materials, including blog posts, sales collateral, social media posts, and website updates

Requirements

• 1-2 years of event coordination experience in-house or at an agency, supporting multiple clients or events at once
• Previous onsite event experience
• Experience coordinating with external contacts such as Execs, speakers, vendors, or venues
• Strong writing and grammar skills, with experience drafting emails, agendas, or other written copy
• Experience maintaining and keeping up to date spreadsheets, trackers, or databases with high data accuracy
• Strong research skills, with the ability to find and evaluate venues, vendors, and potential speakers
• Familiarity with event logistics such as calendar management, travel booking, registration, and print or supply orders
• Proficient in Google Suite: Docs, Slides, Sheets, etc.
• Understanding of or experience in the Tech/AI industry is a plus uses AI routinely for gut checks, creative brainstorming, sourcing ideas, etc.
• Experience using Slack, Notion, AirTable, Splash, Google Hangouts, Zoom is a plus, but not required

Preferred

• Experience using Slack, Notion, AirTable, Splash, Google Hangouts, Zoom is a plus, but not required
• Lives near major airport for easy travel to/from events
• Understanding of or experience in the Tech/AI industry is a plus uses AI routinely for gut checks, creative brainstorming, sourcing ideas, etc.
• Excellent writing and grammar skills, with experience drafting emails, agendas, or other written copy

Benefits

• Competitive benefits, including medical, dental and vision plans, plus a 401(k) with a 3% company contribution
• Company-paid life insurance and short-term disability coverage, with optional voluntary life and long-term disability insurance
• 15 PTO days, then unlimited PTO after 1 year, plus 10 sick days
• Post-event Recovery Time Off to recharge and refresh
• 18 paid company holidays
• $1,000 per year for coworking or to attend industry events
• $900 per year towards reimbursable work from home expenses
• One month paid sabbatical after 5 years of employment, plus other retention bonuses
• Up to 14 weeks paid parental leave for expecting parents
• Annual company offsites and quarterly team-building events