Events and Administration Coordinator

About Our Client

Our client, Swooped, is revolutionizing how companies buy and sell digital infrastructure services like Datacenter, cloud, and network services. These services, foundational to the internet and every industry, have traditionally been procured manually, leading to high costs, slow cycles, and suboptimal fits. Swooped’s marketplace and advisory aim to remove this friction, enabling businesses to acquire necessary services efficiently and with optimal terms, thereby unlocking innovation and accelerating human progress.

About The Role

The Events and Administration Coordinator role at Swooped serves as the operational "glue" for the organization's industry presence. You will project manage and execute 8-12 external and internal events annually across the globe. This encompasses logistics, vendor management, budget oversight, and travel coordination, all critical for ensuring successful team participation in these events. Event cycles typically come in bursts. During non-event periods, this role transitions to an executive assistant capacity, supporting the CEO’s right hand and executing tactical elements of the broader company strategy. This is a high-impact, hybrid position tailored for a logistical mastermind who thrives on diverse responsibilities and meticulous precision.

Key Responsibilities

• Overall project management of events, including:
• Developing and maintaining comprehensive conference playbooks, schedules, meeting overviews, venue maps, and detailed logistical plans.
• Conducting research and vetting all potential event opportunities.
• Evaluating conference prospects based on attendee lists, speaking engagements, and sponsorship tiers.
• Participating in contract negotiation for all event-related requirements.
• Tracking timelines, budgets, and deliverables to guarantee successful event execution.
• Managing and coordinating complex brand presence logistics, such as shipping event swag, tools, and signage to international and domestic venues.
• Coordinating registration and badging for all attendees.
• Securing hotel reservations, conference spaces, and local transport for attending team members.
• Collaborating effectively with external event teams.
• Coordinating post-event follow-up, including logging contacts, leads, and outcomes in Salesforce.
• Conducting thorough post-event reviews to identify areas for improvement.
• Administrative support to the EA of the CEO, including:
• Assisting in expense tracking and submission of expense reports.
• Supporting the 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 far from a mere "order taker"; you possess a strategic mindset and are a master of execution. You thrive when contributing ideas and engaging with all facets of the business to understand its operational mechanics. Hyper-organized by nature, not just by training, you likely have a strong aversion to mismanaged projects or disorganized events in any aspect of your life. Whether it’s a large global conference or an intimate team dinner, you ensure flawless execution, seamless branding, and meticulous attention to every detail before others even notice it.

You perceive yourself as a "Force Multiplier," viewing career growth as a journey encompassing diverse skill sets—from marketing and sales operations to executive administration—rather than confining yourself to a single silo. You take extreme personal ownership of your work, treating each project as if your own reputation depended on it, as "good enough" is unacceptable. Others consistently see you as the "reliable closer," whose involvement ensures a successful outcome because you steadfastly refuse to let anything slip through the cracks.

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 Planning
• Logistics Management
• Project Coordination
• Budget Management
• Vendor Negotiation
• Executive Support
• Travel Coordination
• Salesforce CRM
• Strategic Execution
• Communication Skills