Event Operations Coordinator

Responsibilities

• Support Event Operations Managers with pre-show planning activities, timelines, and task coordination for assigned events.
• Aid in preparing agendas, materials, and follow-up items for pre-show and post-show meetings.
• Participate in weekly team meetings and share updates for assigned tasks and flag any issues.
• Assist with post-event operational assessments by collecting feedback, documenting issues, and supporting future planning efforts.
• Assist with budgeting and financial coordination by tracking event budgets and expenses under the direction of Event Operations Managers/Directors.
• Support the collection and organization of invoices, deposits, and required financial documentation.
• Aid in vendor coordination by tracking contracts, service orders, schedules, and required paperwork.
• Research vendors and prepare recommendations for consideration by Operations leadership.
• Collect and manage vendor documentation, including certificates of insurance and required compliance materials.
• Coordinate ancillary vendors as directed, such as first aid, security, cleaning, and staffing support.
• Assist with maintaining exhibitor lists, floorplan updates, and data entry within event management systems.
• Prepare and distribute exhibitor service manuals, forms, and logistical communications.
• Assist with booth approvals, exhibitor questions, and rule clarification under manager guidance.
• Support logistics planning related to signage, collateral, and onsite operational materials.
• Aid in sponsorship fulfillment by collecting logos, assets, and deliverables and tracking completion against requirements.
• Support meeting room logistics, speaker requirements, and conference session needs, including room setups and signage coordination.
• Aid in audio-visual coordination and on-site conference support as directed.
• Provide onsite operational support during move-in, show days, and move-out under the direction of Event Operations Managers/Directors.
• Aid in exhibitor, sponsor, speaker, and internal team needs onsite, escalating issues as appropriate.
• Support show floor operations by assisting with signage placement, meeting rooms, materials distribution, and logistics coordination.
• Help troubleshoot onsite issues while maintaining a professional, calm, and service-oriented approach.
• Aid in post-event documentation, including reconciling orders, organizing final materials, and supporting reporting needs.
• Support the collection of feedback and operational notes to inform continuous improvement and future events.

Qualifications

• Experience in event operations, meetings, hospitality, or related fields, with an understanding of event planning principles.
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; Smartsheet and A2Z experience a plus.
• Strong written and verbal communication skills.
• Ability to follow direction while independently managing assigned responsibilities.
• Ability to travel up to 40% including extended time on show site for move-in, show execution, and move out.

About Emerald

At Emerald, we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences, and we are intentional about ensuring a positive hiring experience for everyone. Our job postings don’t contain experience inflation, and most don’t require college degrees. Instead, they’re crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams.

Compensation & Benefits

Target Compensation: $50,000 - $60,000
Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidate’s qualifications and may be higher where required by applicable law.
We offer a competitive benefits package designed to strengthen our employees’ physical and mental health, including unlimited vacation for exempt employees, flexible working locations, 401(k) plan with a company match, medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits, parental and caregiver leave, dependent, commuter and FSA benefits, professional development programs like Toastmasters, and mental wellness tools.