Senior Events Coordinator
7 days ago
Hours: Monday-Friday
Location: Onsite in Beaverton, OR
Type: Direct Hire
About VTM Group
VTM Group provides professional services for some of the world's most advanced technologies and the organizations that drive them, bringing companies together to move technology forward. If you are interested in building long-lasting relationships with clients and helping in continuing our record of success, then VTM Group is a great place to start your career or continue to evolve it.
About the Role
The Senior Event Coordinator is responsible for end-to-end planning and execution of domestic and international technology events, conferences, and tradeshows. You will manage multiple events simultaneously, each in varying stages of planning. Responsibilities include everything from registration management and venue selection to vendor negotiations, onsite event management, and post-event reporting.
While creativity is welcome, our events are primarily professional, industry-focused programs, and not typically brand activations or themed productions.
What You'll Be Doing
Event Planning & Coordination
- Plan, manage, and execute multiple events, including tradeshows, conferences, workshops, and member meetings.
- Participate in event strategy sessions with client teams to align goals, objectives, and deliverables.
- Manage event budgets: track expenditures, reconcile invoices, and report on budget status regularly.
- Manage registration systems: prepare communications, track responses, and oversee onsite check-in.
- Set up mobile event apps, including agendas, speaker bios, sponsor recognition, and logos.
- Oversee event logistics: food and beverage coordination, production schedules, venue and facility management, and shipping of materials.
- Negotiate and manage contracts with venues, hotels, AV providers, and other vendors.
- Plan and execute ancillary events, including private dinners, entertainment, and transportation.
- Manage sponsorship deliverables, communications, and activations before, during, and after events.
- Support the creation of sales materials such as event prospectuses, sponsorship packages, and promotional collateral.
- Oversee sponsor fulfillment including branded activities like onsite demos, member marketplaces, signage, speaking opportunities, and exhibit presence.
- Track sponsor commitments and ensure sponsor benefits are executed accurately and professionally.
- Coordinate marketing activities to promote events at each stage of the attendee journey.
- Partner with the marketing and PR teams on event promotion, landing pages, social media campaigns, and press opportunities.
- Support onsite and digital attendee engagement, including demos, signage, and interactive experiences.
- Collect and analyze attendee and event data to guide post-event reporting and recommendations.
- Manage all aspects of trade show participation, including booth planning, production, shipping, setup, teardown, and lead retrieval.
- Oversee sponsorship activations and branding opportunities such as member displays, onsite demos, special receptions, and sponsor fulfillment.
- Coordinate speaker submissions, onsite speaker logistics, and ensure booth materials and promotional items are delivered on time and aligned with brand standards.
- Serve as the lead onsite contact, conducting pre-conference meetings with venues and suppliers as needed.
- Oversee setup, registration, troubleshoot challenges, and ensure smooth event execution and breakdown.
- Domestic and international travel up to 25% (with onsite support lasting up to 7 days depending on the event).
- Bachelor's degree in Communications, Business, Marketing, or a related field - or equivalent professional experience.
- Minimum of 3 years of event management experience (international event experience a plus).
- Proven ability to successfully manage multiple projects simultaneously in a fast-paced, deadline-driven environment.
- Highly adaptable, agile, and comfortable navigating change and shifting priorities.
- Exceptional attention to detail and strong organizational skills.
- Skilled in contract negotiation, vendor management, and onsite event coordination.
- Excellent verbal and written communication abilities, with a professional and customer-focused approach.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.
- Experienced in managing event budgets, tracking expenses, and reconciling financial reports.
- Ability to build strong professional relationships and work collaboratively across cross-functional teams.
- Composed and resourceful under pressure, able to solve problems quickly in high-stress or last-minute situations.
Applicants must be authorized to work for ANY employer in the US. We are unable to sponsor or take over sponsorship of employment Visas.
The above statements are intended to describe the general nature and level of work. They are not to be construed, as an exhaustive list of all employee responsibilities, duties and/or skills required.
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