Event Coordinator

About the role

The Event Coordinator supports DataSpring’s full event portfolio, including both sponsored and DataSpring-owned events, with a primary focus on owned events such as executive meetings, advisory groups, innovation councils, symposiums, and other proprietary virtual and in-person experiences. This role supports sponsored event execution under the direction of the Event Marketing Manager and takes a lead coordination role in the planning, execution, and follow-through for DataSpring-owned events. The Event Coordinator plays a key role across pre-event, at-event, and post-event workstreams, helping manage timelines, logistics, vendor coordination, registration, materials, communications, and follow-up activities. This role requires a seasoned coordinator with strong attention to detail, excellent organization, and the ability to coordinate across internal teams and external partners to support seamless delivery across sponsored events and lead effective execution of DataSpring-owned programs. The Event Coordinator is a full-time, remote, non-exempt position and reports to the Event Marketing Manager.

Responsibilities

• Support the Event Marketing Manager in maintaining the annual event calendar across sponsored and owned events, with primary coordination focus on DataSpring-owned events and executive-level convenings.
• Provide program support to manage event timelines, task trackers, agendas, run-of-show documents, attendee lists, and planning materials for DataSpring-owned events, while supporting sponsored event planning needs as directed.
• Coordinate planning details across executive meetings, advisory groups, innovation councils, symposiums, webinars, and other proprietary DataSpring events.
• Help ensure event plans align to marketing priorities, stakeholder expectations, audience needs, and DataSpring brand standards.
• Coordinate logistics for DataSpring-owned virtual and in-person events, while supporting sponsored event logistics under the direction of the Event Marketing Manager, including registration, meeting platforms, venue coordination, catering, shipping, signage, badges, materials, supplies, and on-site readiness.
• Support vendor coordination, including collecting information, tracking deliverables, preparing documentation, and helping ensure timelines and requirements are met.
• Assist with attendee communications, invitations, confirmations, reminders, calendar holds, and post-event follow-up coordination.
• Provide day-of-event support for virtual and in-person programs, helping manage check-in, speaker readiness, room setup, attendee needs, materials, and issue escalation.
• Maintain accurate event documentation, including contact lists, vendor information, production notes, shipping records, and post-event files.
• Work with Brand & Web, Product Marketing, Communications, Growth Marketing, Sales, and executive stakeholders to support planning and execution needs.
• Coordinate inputs from internal teams for presentations, agendas, signage, attendee materials, landing pages, registration forms, surveys, and follow-up communications.
• Support speaker coordination, including scheduling, preparation materials, bios, headshots, presentation collection, and rehearsal logistics.
• Help ensure all event touchpoints are accurate, on brand, and delivered according to approved timelines.
• Assist with post-event reporting by compiling registration data, attendance information, survey responses, attendee engagement notes, and stakeholder feedback.
• Support post-event debriefs by documenting insights, lessons learned, open follow-ups, and recommended process improvements.
• Maintain event templates, checklists, trackers, and shared planning resources to improve consistency and efficiency across DataSpring-owned events and support repeatable workflows for sponsored event execution.
• Identify opportunities to improve event coordination processes, attendee experience, and internal workflows.

Skills

• Strong organizational and project coordination skills, with the ability to manage multiple timelines, details, and stakeholders simultaneously.
• High attention to detail and commitment to accurate, timely execution.
• Excellent written and verbal communication skills, including the ability to coordinate with internal stakeholders, vendors, speakers, and attendees.
• Strong problem-solving skills and ability to escalate risks or issues