Events Coordinator

Position Summary

The Events Coordinator is responsible for planning, coordinating, and executing OETC events that support and connect education professionals across Oregon and beyond. This role oversees all aspects of event preparation and execution, including venue selection, sponsor coordination, attendee communications, registration management, program scheduling, and post-event evaluation. The Events Coordinator will work closely with the Events Manager on all of these tasks in a collaborative team setting.

This is an exciting opportunity to work with an amazing team and support a dedicated community of educators and technology leaders whose work makes a meaningful difference in public education. Through OETC’s conferences, workshops, and events, you will help provide learning and networking opportunities that many public-school districts would not otherwise have the resources to access on their own.

Essential Functions

Event Planning & Logistics

Manage all event logistics, including venue sourcing, contracting, and coordination.
Coordinate lodging, rooming lists, transportation, shuttles, and travel-related arrangements.
Review and approve menus, catering selections, and food service logistics.
Coordinate keynote speakers, presenters, exhibitors, and special guests.
Manage room setups, audiovisual requirements, and event production needs.
Develop detailed event timelines, run-of-show documents, and operational plans.
Coordinate on-site event execution and troubleshoot issues as they arise.

Event Communications

Draft, schedule, and distribute event-related email communications.
Create and maintain event communication calendars.
Ensure timely and accurate dissemination of event information.
Respond to attendee inquiries and provide exceptional customer service.

Sponsor & Exhibitor Management

Manage sponsor and exhibitor communications before, during, and after events.
Coordinate sponsorship deliverables and fulfillment.
Ensure sponsor benefits are executed accurately and on schedule.
Build and maintain positive relationships with sponsors and industry partners.

Attendee Experience

Manage attendee communications and support throughout the event lifecycle.
Coordinate registration processes and attendee resources.
Provide timely responses to participant questions and concerns.
Support a positive, engaging, and professional event experience.

Website & Registration Management

Maintain and update event websites and event-related content.
Create, test, and manage event registration forms.
Track registrations, attendee data, and event metrics.
Generate registration and attendance reports as needed.

Marketing & Promotional Materials

Design and develop digital promotional materials for events.
Coordinate social media, email, and website promotional content.
Design and order printed event materials, signage, badges, and collateral.
Ensure consistent branding across all event communications and materials.

Project & Budget Management

Maintain event project plans, timelines, and task tracking systems.
Assist with event budgeting and expense tracking.
Coordinate vendor contracts and maintain vendor records.
Maintain CRM records related to vendors, sponsors, exhibitors, and event contacts.

Evaluation & Continuous Improvement

Develop and distribute event evaluation surveys.
Review, analyze, and summarize attendee feedback.
Provide recommendations for future event improvements.
Track key event metrics and measure event success.

Minimum Requirements

Minimum of three (3) years of experience in corporate event coordination, event management, or a related field.
Demonstrated success managing multiple events and projects simultaneously.
Strong organizational skills with exceptional attention to detail.
Excellent multitasking and time-management abilities.
Outstanding vendor and stakeholder management skills.
Strong written and verbal communication skills.
Exceptional interpersonal and customer service skills.
Proficiency with Microsoft Office and event management software platforms.
Experience with CRM systems, registration platforms, and website content management systems preferred.
Graphic design experience using Canva, Adobe Creative Suite, or similar tools preferred.
Ability to travel and provide onsite event support as needed, up to 20%

Preferred Qualifications

Experience working with associations, nonprofit organizations, or educational organizations.
Familiarity with conference planning and sponsor management.
Experience supporting both in-person and virtual/hybrid events.
Passion for education, technology, and professional learning communities.

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Pay: $60,000.00 - $75,000.00 per year

Application Question(s):

Ability to travel regionally (WA, OR, CA) up to 20%?

Work Location: Remote