Events and Administration Coordinator

About Our Client

Our client, Swooped, is revolutionizing how companies acquire digital infrastructure, including Datacenter, cloud, and network services—the very building blocks of the internet. Traditionally, this process has been manual, leading to high costs, slow procurement, and suboptimal service fits, hindering innovation. Swooped’s marketplace and advisory remove this friction, enabling businesses to swiftly access necessary services with favorable terms, thereby unlocking innovation and accelerating human progress.

About The Role

The Events and Administration Coordinator at Swooped serves 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 annually across the globe. Responsibilities span logistics, vendor management, budget oversight, and travel coordination, all critical for ensuring successful team participation in events. Events often occur in intense bursts. During non-event periods, this role transitions to an executive assistant capacity, directly supporting the CEO's right hand and executing tactical elements of broader company strategies. This position is ideal for a logistical mastermind who thrives on variety and precision in a 100% remote environment.

Key Responsibilities

• Overall project management of events, including:
• Developing and maintaining conference playbooks: schedules, meeting overviews, venue maps, and logistical details.
• Researching and vetting all event opportunities.
• Evaluating conference participation 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 logistics for brand presence, 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 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, 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 a strategist at heart, far from an 'order taker,' and a master of execution, bringing ideas to the table and understanding how every part of the business operates. Your hyper-organization is innate, and you possess a strong aversion to mismanaged projects or disorganized events. Whether it's a major global conference or an intimate team dinner, you ensure flawless execution, seamless branding, and meticulous attention to every detail before others even notice. You identify as a 'Force Multiplier,' seeing your career growth through diverse skill sets—marketing, sales ops, executive administration—rather than a single silo. You take extreme personal ownership, treating projects as if your name were on them, as 'good enough' is a failure in your eyes. Colleagues see you as the 'reliable closer,' whose involvement guarantees success because you ensure nothing ever slips 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 management
• Project coordination
• Vendor management
• Budget oversight
• Travel logistics
• Administrative support
• Salesforce CRM
• Strategic planning
• Communication skills
• Organizational skills