Event Operations Coordinator – Brand Marketing (Contract)
📍 San Francisco, CA (Onsite/Hybrid) | Remote (US-based, travel required)
🕐 Contract | ~5 months | Potential to extend
About the Role
We're looking for an experienced Event Operations Coordinator to support day-to-day execution of our tier 1 brand event programs — including conferences, brand activations, and cross-event programs. You'll own operational workflows, manage cross-event programs, and build process documentation and playbooks that scale across our event portfolio.
This role is equal parts strategic ownership and hands-on execution. You're as comfortable building a registration environment in Swoogo as you are shipping swag boxes or managing a speaker training calendar.
Key Responsibilities
Registration & Communications
- Build and configure registration environments in Swoogo and Cvent for marquee conferences, event series, and third-party sponsorship activations
- Develop and maintain registration reporting and analytics dashboards
- Manage attendee approval workflows, VIP registration, and waitlist processes
- Execute transactional email communications (confirmations, reminders, updates)
- Handle inbound attendee inquiries and escalations via support inbox
- Coordinate and staff onsite registration operations
Speaker Training Program
- Schedule and coordinate speaker training sessions between employee speakers and external training agencies
- Manage booking logistics and calendar coordination
- Identify and recommend program improvements
Onsite Meeting Coordination
- Coordinate onsite meeting requests between attendees, executives, and partners across multi-day events
- Manage calendar and booking logistics; recommend tools or process improvements
Swag & Merchandise Operations
- Plan and manage event swag strategy, inventory, and ordering
- Coordinate domestic and international shipping logistics
- Track merchandise budgets and manage vendor relationships
- Ensure on-time delivery and quality control
Process Documentation & Playbook Development
- Build and maintain playbooks, templates, and SOPs for repeatable event processes
- Identify automation opportunities and recommend operational improvements
- Develop training materials for cross-functional teams
Required Qualifications
- 5–8 years of experience in B2B event marketing and/or event operations
- Hands-on proficiency with Swoogo and Cvent (both required)
- Working knowledge of Salesforce and HubSpot for campaign tracking and reporting
- Experience with procurement tools (Zip, Ironclad, or similar)
- Proven track record supporting large-scale events (500–5,000+ attendees)
- Strong vendor coordination, logistics, and swag/merchandise management experience
- Excellent written and verbal communication skills — you'll regularly engage executive and high-touch audiences
- Demonstrated ability to build SOPs and playbooks from scratch at a scaling company
- Comfortable working independently and solving problems fast in ambiguous environments