Event Operations Coordinator

Are you ready to be the driving force behind unforgettable events for a leading organization? Aquent is partnering with a dynamic and forward-thinking company renowned for delivering impactful corporate conferences, executive meetings, and advisor events. This is your chance to play a pivotal role in creating memorable experiences and directly contributing to the success and elevated quality of their programs. Your expertise will be crucial in managing the intricate details that bring their vision to life, ensuring seamless operations and leaving a lasting impression on attendees and partners.

About the Opportunity

We are seeking a detail-oriented professional to join our client's vibrant events team. In this contract engagement, you will serve as the operational backbone for a diverse portfolio of corporate conferences, summits, executive meetings, and advisor events. Working directly alongside a collaborative team and reporting to leadership, you will take ownership of critical event components, including technology setup, attendee management, platform workflows, and key administrative logistics. This role is central to project tracking, systems management, and execution support, ensuring every event runs flawlessly and contributes significantly to the organization's goals.

Key Responsibilities

• Design, build, and manage event registration websites, attendee portals, and post-event survey forms using industry-leading event management software.
• Manage invite lists, send confirmation emails, track RSVPs, and generate clean, accurate attendance reporting to ensure smooth attendee journeys.
• Utilize project management tools to maintain project timelines, operational checklists, meeting agendas, and team deliverables, ensuring all tasks are on track.
• Manage speaker tracking databases, organize presentation slide decks, and ensure all session assets are collected on schedule for a polished presentation experience.
• Lead operational preparation, including packing, labeling, shipping, and tracking event materials, signage, and collateral.
• Assist with hotel room blocks, venue logistics, room setups, catering arrangements, and audio/visual (AV) requirements to create optimal event environments.
• Maintain invoice records, process purchase orders, assist with budget documentation, and help reconcile post-event expenses, ensuring financial accuracy.

Required Skills & Experience

• 3+ years of hands-on operational and administrative experience supporting corporate events, conferences, or large-scale meetings.
• Demonstrated proficiency with Cvent or comparable event management software (e.g., Splash, Bizzabo, Eventbrite).
• Strong experience utilizing Asana or similar project management tools (e.g., Trello, Monday.com, Smartsheet) for daily task tracking and team workflows.
• Intermediate-to-advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.
• High attention to detail, strong problem-solving skills, and a process-driven approach to tracking deliverables.
• Ability to work onsite, with flexibility to travel occasionally to support onsite event operations as needed.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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