Events and Administration Coordinator

About Swooped

Swooped is revolutionizing the way companies buy and sell digital infrastructure, including datacenter, cloud, and network services. These services are the fundamental building blocks of the internet and essential to every industry. Traditionally, procurement has been a manual process involving service provider salespeople, leading to high costs, prolonged cycles, and services that often aren't the best fit, thereby hindering companies' ability to build and innovate. Swooped's marketplace and advisory remove this friction, enabling any company to acquire precisely what they need, when they need it, with optimal deal terms. By achieving this mission, Swooped empowers businesses to build and fosters human innovation.

About The Events and Administration Coordinator Role

The Events and Administration Coordinator serves as the operational "glue" for Swooped's industry presence, project managing and executing 8-12 external and internal events annually across the globe. From logistics and vendor management to budget oversight and travel coordination, the work performed will be integral to ensuring the success of all team-attended events. Event-related tasks typically occur in bursts; during non-"event mode" periods, this role transitions to act as the executive assistant to the CEO's right hand, executing tactical pieces of the broader company strategy. This is a high-impact, hybrid role designed for a logistical mastermind who thrives on variety and precision.

Key Responsibilities

Overall project management of events. This includes:

• Developing and maintaining conference playbooks, including schedules, meeting overviews, venue maps, and logistical details
• Researching & vetting all events
• 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 the complex logistics of the brand presence, including shipping event swag or 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 the attending team members
• Collaboration with external event teams
• Post-event follow-up coordination, including logging contacts, leads, outcomes, etc. in Salesforce
• Conducting post-event reviews

Admin to the EA of the CEO. This includes:

• 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 far from an "order taker"; you are a strategist at heart who excels at execution, thriving when bringing ideas to the table and engaging with every part of the business to understand its inner workings. You possess innate hyper-organization, likely reacting viscerally to mismanaged projects or disorganized events in both professional and personal spheres. Whether it's a global conference or a small team dinner, you are the person who ensures seamless branding, timely execution, and meticulous attention to every detail before it's even noticed by others.

You perceive yourself as a "Force Multiplier," viewing your career growth through the lens of acquiring multiple skill sets—from marketing and sales ops 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 name were on the door because "good enough" is unacceptable. Others likely regard you as the "reliable closer" whose involvement guarantees a successful outcome, as you 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 & Execution
• Logistics Management
• Vendor Negotiation
• Budget Oversight
• Project Management
• Administrative Support
• Strategic Thinking
• Organizational Skills
• Salesforce CRM
• Communication