Responsibilities

• Submit and manage conference approvals and keep requestors and approvers updated on status
• Review and route contracts for sponsorships, exhibitor space, venues, and vendors, and track each one through signature
• Submit and follow legal tickets for contract and material review
• Work with Procurement on vendor onboarding, purchase requests, and approvals
• Process invoices in Oracle, track payment status, and match spend against event budgets
• Submit and reconcile expenses for event spend and team travel
• Place and track promotional item orders, and manage tradeshow and promo inventory, including storage, shipping, and returns
• Manage conference registration for internal attendees and sponsored guests, and keep attendee lists current
• Book and manage client event travel in Navan
• Request and coordinate creative assets such as signage, booth graphics, collateral, and digital files through Workfront, and review them for brand consistency, accuracy, and compliance before release

Requirements

• Bachelor’s degree in Marketing, Communications, Business, or equivalent work experience
• 1+ years of experience in event coordination, event marketing, or a related marketing role (internship experience considered)
• Self-starter who follows up without being chased and raises problems early
• Flexibility, a positive attitude, and an ownership mentality, with the ability to see things through
• Excellent written and verbal communication skills, including with vendors, legal, procurement, business partners, and executives
• Strong project management and organizational skills, with the ability to track multiple events and deadlines at once
• Close attention to detail, with accurate, on-time handling of dates, budgets, contracts, invoices, expenses, and purchase requests
• Strong working knowledge of Workfront, Oracle, Workboard, Tableau, and Salesforce, or a clear track record of learning new business systems quickly
• Proficiency in Microsoft Office (Excel, Word, Outlook, and PowerPoint)
• Commitment to leveraging AI to work more efficiently, such as drafting, summarizing, and streamlining routine tasks; knowledge of Claude Projects and Artifacts is a plus

Preferred

• Knowledge of Claude Projects and Artifacts is a plus
• Experience with event or travel platforms such as Bizzabo, Cvent, or Navan is a plus

Benefits

• Medical, Dental, Vision, and Life Insurance
• Paid Sick Leave, 3 weeks’ Vacation, and Holidays (about 11 a year)
• HSA or FSA account and other voluntary benefits
• 401(k) Retirement Saving Plan with Employer Match Program and 529 Savings Plan
• Employee Mortgage Loan Program and free access to an Axos Bank Account with Self-Directed Trading