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 activationsDevelop and maintain registration reporting and analytics dashboardsManage attendee approval workflows, VIP registration, and waitlist processesExecute transactional email communications (confirmations, reminders, updates)Handle inbound attendee inquiries and escalations via support inboxCoordinate and staff onsite registration operationsSpeaker Training Program
Schedule and coordinate speaker training sessions between employee speakers and external training agenciesManage booking logistics and calendar coordinationIdentify and recommend program improvementsOnsite Meeting Coordination
Coordinate onsite meeting requests between attendees, executives, and partners across multi-day eventsManage calendar and booking logistics; recommend tools or process improvementsSwag & Merchandise Operations
Plan and manage event swag strategy, inventory, and orderingCoordinate domestic and international shipping logisticsTrack merchandise budgets and manage vendor relationshipsEnsure on-time delivery and quality controlProcess Documentation & Playbook Development
Build and maintain playbooks, templates, and SOPs for repeatable event processesIdentify automation opportunities and recommend operational improvementsDevelop training materials for cross-functional teamsRequired Qualifications
5–8 years of experience in B2B event marketing and/or event operationsHands-on proficiency with Swoogo and Cvent (both required)Working knowledge of Salesforce and HubSpot for campaign tracking and reportingExperience 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 experienceExcellent written and verbal communication skills — you'll regularly engage executive and high-touch audiencesDemonstrated ability to build SOPs and playbooks from scratch at a scaling companyComfortable working independently and solving problems fast in ambiguous environments
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