Event Operations Coordinator

Events, Expos & Pavilion Management

Lead Automation Alley's participation in trade shows, industry conferences, and expos, including booth planning, logistics coordination, vendor management, shipping, signage, staffing, and onsite execution.

Collaborate with the Marketing team on branded pavilions, exhibitor experiences, and shared exhibitor spaces featuring member and partner companies, including:

• Exhibitor onboarding
• Contracts
• Booth assignments
• Payment tracking
• Ongoing onsite support

Duties and Responsibilities

Plan and execute Automation Alley-hosted events, workshops, receptions, networking events, and program-related convening both onsite at Automation Alley facilities and at offsite venues.

Manage event logistics and operations for client and member events hosted at Automation Alley facilities or external venues, serving as the primary point of contact for venues, vendors, caterers, AV providers, and event stakeholders.

Develop and manage event budgets, timelines, vendor relationships, and operational plans to ensure successful event delivery and an exceptional attendee experience.

Manage contracts, memorandums of understanding, sponsorship agreements, and exhibitor agreements from initial drafting through execution.

Track, analyze, and report on event outcomes, attendance, engagement, and event performance metrics.

Maintain event records and registration data within Zoho CRM, including creating, updating, and managing event listings that populate Automation Alley's public website and event calendar.

Manage event registrations and attendee communications through CRM and event management platforms.

Produce regular status updates, dashboards, and post-event reports for internal leadership.

Requirements

• Three or more years of experience in event management, trade show coordination, conference planning, or event operations.
• Willingness and ability to travel to trade shows and industry events as required.
• Proven ability to manage multiple projects, deadlines, and external partners simultaneously.
• Experience working with contracts, vendors, sponsors, and partner agreements.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Collaborative team player with a proactive, problem-solving mindset who thrives in a fast-paced environment.
• Strong quantitative and analytical skills, with the ability to track metrics and produce clear reports.
• Experience in the nonprofit or manufacturing ecosystem.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint).
• Experience using project management tools such as Trello or similar platforms.
• Experience using CRM or event management systems such as Zoho CRM or similar platforms.

Benefits

• Flexible work arrangements, including remote work options
• Comprehensive health, vision, and dental insurance
• Generous paid time off, including vacation, sick leave, and 14 paid holidays annually, including the observance of Juneteenth and Veterans Day
• Opportunities for professional development and growth