Event Operations Coordinator

Are you ready to be the driving force behind unforgettable experiences for a leading organization? Aquent is partnering with a dynamic and forward-thinking company renowned for delivering impactful corporate conferences, executive meetings, and advisor events. This is your chance to play a pivotal role in creating memorable moments and directly contributing to the success and elevated quality of their programs. Your expertise will be crucial in managing the intricate details that bring their vision to life, ensuring seamless operations and leaving a lasting impression on attendees and partners.

About Our Client

Our client is a vibrant organization at the forefront of delivering impactful corporate conferences, summits, executive meetings, and advisor events. They are dedicated to creating memorable experiences that resonate with attendees and partners alike. As a key player in their industry, they value precision, collaboration, and the seamless execution of every program.

About the Opportunity

We are seeking a detail-oriented professional to become the operational backbone of our client's dynamic events team. In this pivotal contract engagement, you will take ownership of critical event components, working directly alongside a collaborative team and reporting to leadership. Your contributions will ensure every event runs flawlessly, directly impacting the organization's goals and elevating the attendee journey. This is an exciting opportunity to leverage your organizational prowess and project management skills to support a diverse portfolio of high-profile events.

What You'll Do

• Design, build, and manage event registration websites, attendee portals, and post-event survey forms using industry-leading event management software.
• Manage invite lists, send confirmation emails, track RSVPs, and generate clean, accurate attendance reporting to ensure smooth attendee journeys.
• Utilize project management tools to maintain project timelines, operational checklists, meeting agendas, and team deliverables, ensuring all tasks are on track.
• Manage speaker tracking databases, organize presentation slide decks, and ensure all session assets are collected on schedule for a polished presentation experience.
• Lead operational preparation, including packing, labeling, shipping, and tracking event materials, signage, and collateral.
• Assist with hotel room blocks, venue logistics, room setups, catering arrangements, and audio/visual (AV) requirements to create optimal event environments.
• Maintain invoice records, process purchase orders, assist with budget documentation, and help reconcile post-event expenses, ensuring financial accuracy.
• Provide essential budgeting and billing support, ensuring financial accuracy for all event-related activities.
• Support the entire attendee journey, from initial registration to post-event follow-up.

Required Skills & Experience

• 3+ years of hands-on operational and administrative experience supporting corporate events, conferences, or large-scale meetings.
• Demonstrated proficiency with Cvent or comparable event management software (e.g., Splash, Bizzabo, Eventbrite).
• Strong experience utilizing Asana or similar project management tools (e.g., Trello, Monday.com, Smartsheet) for daily task tracking and team workflows.
• Intermediate-to-advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.
• High attention to detail, strong problem-solving skills, and a process-driven approach to tracking deliverables.
• Ability to work onsite, with flexibility to travel occasionally to support onsite event operations as needed.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands. Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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