Events & Community Coordinator

Responsibilities

• Work with Sales to own the full lifecycle of conference participation: research, registration, booth selection, sponsorship logistics, shipping, setup logistics, on-site execution, and post-event reporting.
• Manage event budgets and track expenses, including navigating the notoriously expensive world of convention center Wi-Fi, electrical, and AV fees.
• Coordinate all shipping logistics including booth materials, collateral, swag, and equipment with a sharp eye toward keeping costs at bay ( think, avoiding advanced warehousing and drayage fees through creative timing, direct-to-venue shipping, and carrier negotiations, etc).
• Build and maintain relationships with venue contacts, general service contractors, and freight carriers.
• Handle frequent FedEx and UPS runs for pre-show shipments, return labels, and last-minute supply needs.
• Manage booth inventory, branded materials, and event supplies ensuring everything is accounted for, in good condition, and ready to deploy.
• Serve as the project planning lead for Cohere, Exxat’s annual user conference (~600 attendees each September). You won’t be doing it alone, but you’re the one driving the timeline, running the planning committees, and holding every workstream owner accountable so nothing slips. Think air traffic controller, not solo pilot.
• Partner with the CX team to identify institutions for and stand up CohereX events (onsite seminars with partner institutions), owning the planning, coordination, and logistics.
• You may occasionally be asked to travel to events of particularly high importance to personally ensure set up and tear down of booth displays and event spaces (must be able to lift up to 50 lbs).

Requirements

• 1+ year of experience in conference logistics, event coordination, or trade show management. You know your way around an exhibitor manual and a Freeman order form.
• Proficiency with Cvent (or comparable event management platform) for registration, event websites, and attendee management.
• Exceptional organizational skills(!) you self-identify as “Type A” and wouldn’t have it any other way. Spreadsheets, checklists, and color-coded timelines are your love language.
• Strong project management abilities(!!) you can juggle multiple events at different stages simultaneously without dropping a ball.
• Practical knowledge of conference operations , including exhibit hall logistics, general service contractor processes, shipping timelines, and how to keep costs under control (you’ve been burned by drayage fees and learned from it).
• Comfortable with occasional physical tasks - able to lift up to 50 lbs, set up booth displays, and make frequent trips to FedEx/UPS.
• Excellent communication skills - you can coordinate across teams internally and represent Exxat professionally with vendors and venue contacts.
• A problem-solver mindset - when the Wi-Fi costs $3,000 for three days, you’re already looking into mobile hotspot alternatives.
• Willingness to travel up to 20% of the time to conferences and events as needed.

Preferred

• Experience with Monday.com for lead tracking and event follow-up
• Familiarity with the higher education or healthcare education space
• Experience planning or supporting user conferences, webinars, or community events.
• Experience with Coda.io (now SuperHuman) for project management

Benefits

• Competitive salary, benefits, and opportunities for professional growth.