Events and Administration Coordinator

About Our Client

Our client is revolutionizing how companies buy and sell digital infrastructure (datacenter, cloud, and network services). These services are the foundational building blocks of the internet and are crucial to every industry. Traditionally, procurement has been a manual process involving service provider salespeople, leading to high costs, slow cycles, and suboptimal service fits – hindering companies' ability to build and innovate. The organization's marketplace and advisory remove this friction, enabling companies to acquire necessary services precisely when needed, with favorable deal terms. By achieving this mission, the organization empowers businesses to build and fosters human innovation.

About The Role

The Events and Administration Coordinator acts as the operational "glue" for the organization's industry presence. This high-impact, hybrid role involves project managing and executing 8-12 external and internal events globally each year. Responsibilities span logistics, vendor management, budget oversight, and travel coordination, all critical for successful team attendance at internal and external events. Event demands typically come in bursts; during non-event periods, this role functions as an executive assistant to the CEO’s right hand, executing tactical elements of the broader company strategy. This position is ideal for a logistical mastermind who thrives on variety and precision.

Key Responsibilities

• Overall Project Management of Events:
• Developing and maintaining conference playbooks, including schedules, meeting overviews, venue maps, and logistical details.
• Researching and vetting all event opportunities.
• Evaluating conference opportunities based on attendee lists, speaking opportunities, and sponsorship tiers.
• Participating in contract negotiation for all event requirements.
• Tracking timelines, budgets, and deliverables to ensure successful execution.
• Managing and coordinating complex brand presence logistics, including shipping event swag, tools, and signage to international and domestic venues.
• Coordinating registration and badging for all attendees.
• Securing hotel room reservations, conference spaces, and other logistics like local transport for attending team members.
• Collaborating with external event teams.
• Post-event follow-up coordination, including logging contacts, leads, and outcomes in Salesforce.
• Conducting post-event reviews.
• Administrative Support to the EA of the CEO:
• Assisting in expense tracking and submissions of expense reports.
• Supporting preparation of meeting materials and briefing documents.
• Providing general administrative support to leadership as delegated, including calendar coordination and travel logistics.

Who You Are

You are a strategist and master of execution, not just an "order taker." You bring ideas to the table and actively seek to understand every aspect of the business. Hyper-organized by nature, you react strongly to mismanaged projects. Whether it's a global conference or a small team dinner, you ensure flawless execution, seamless branding, and meticulous attention to detail. You see yourself as a "Force Multiplier," developing multiple skill sets across marketing, sales ops, and executive administration. You take extreme personal ownership, treating projects as if your name were on them, refusing to accept "good enough." You are the reliable closer whose involvement guarantees successful outcomes.

Benefits

• 100% remote work environment
• Unlimited PTO
• Fully covered health insurance options through a major health insurance provider for both you and your family (you pay $0)
• Dental and Vision insurance available with widely used providers
• Option grants begin vesting after year 1 - you own a piece of the organization

Key skills/competency

• Event Management
• Project Management
• Logistics Coordination
• Vendor Management
• Budget Oversight
• Travel Coordination
• Administrative Support
• Salesforce CRM
• Strategic Planning
• Organizational Skills