Event Operations Coordinator

High-Quality Attendance

• Partner with Sales Operations and the Field Marketing Manager to build targeted invite lists with the right mix of customers in-pipe prospects and net-new leads for each event

• Drive RSVPs and ticket confirmations through structured email cadences and direct outreach (phone LinkedIn etc.) to hit the goal every time

• Maintain minimum registration and attendance rates

• Quality matters as much as quantity. The goal isnt a full room its the right full room

Outreach & Registration

• Execute multi-touch outreach campaigns (email phone etc.) to drive RSVPs against event-specific targets

• Manage registration lists and ensure accurate up-to-date attendee records throughout the pre-event cycle

• Coordinate with Sales to ensure reps are actively supporting outreach efforts for their accounts and prospects

Pre-Event Logistics

• Own pre-event operational details so that the Field Marketing Manager can focus on strategy on-site experience and sales conversion including:

  • Ensure attendee travel is booked and act as liaison between attendees and travel agency as needed

  • Build and maintain event websites where applicable

  • Create and manage registration pages in Cvent

  • Build Salesforce campaigns for every event and ensure proper tracking throughout

  • Create and deploy all necessary UTMs web links and landing pages as needed

Vendor Coordination

• Once the Field Marketing Manager has selected and contracted vendors (swag activations venues etc.) take ownership of all follow-through

• Manage day-to-day vendor communication to ensure deliverables are on time and meet expectations

• Escalate issues to the Field Marketing Manager as needed

• Track and process vendor invoices to ensure timely payment

Attendee Communications

• Draft and deploy all transactional attendee communications in partnership with the Field Marketing Manager including:

  • Know Before You Go (KBYG)

  • Event updates and logistics changes

  • Post-event surveys

• Ensure every attendee has the information they need to show up prepared and engaged

Post-Event Follow-Up

• Execute post-event email cadences to support conversion efforts

• Ensure all attendee and response data is accurately logged in Salesforce for pipeline tracking

• Secure survey responses and share this information with the broader leadership team for consideration and analysis

• Highly organized with strong attention to detail; you will catch things before they become problems

• Proven ability to run multi-touch outreach campaigns that drive real response rates not just sends

• Experience with Cvent Salesforce and marketing operations fundamentals (UTMs landing pages campaign tracking)

• Comfortable managing vendor relationships and holding external partners accountable to timelines

• Strong written and oral communicator; you can write a crisp effective outreach email and are energized by following up via phone and social media

• Self-directed and proactive; you dont wait to be told something needs to happen. You see it and own it.

• Thrive in a fast-paced environment managing multiple events simultaneously

• Prior experience in event coordination marketing operations or inside sales outreach preferred