Senior Events Coordinator

DAP Brands is seeking an experienced Senior Events Coordinator to oversee the planning, coordination, and execution of conferences, workshops, leadership retreats, and corporate events across the United States. This remote position requires travel to live events throughout the year.

Responsibilities

• Lead the end-to-end planning and execution of company conferences, workshops, summits, and special events.
• Develop comprehensive project plans, timelines, and event checklists; build and maintain detailed Run of Show (ROS) documents.
• Ensure all project milestones and deadlines are achieved; coordinate cross-functional teams throughout the planning process.
• Manage all event logistics, including:
  • Venue selection and coordination
  • Hotel room blocks and accommodations
  • Airfare and ground transportation
  • Team travel logistics
  • Speaker travel and hospitality
  • Registration management
  • Catering
  • Audio/Visual coordination
  • Event signage and branding
  • Shipping and receiving
  • Production schedules
  • On-site staffing and volunteer coordination
• Coordinate speaker communications, schedules, presentation timelines, and materials; arrange travel, accommodations, and transportation for speakers, sponsors, and VIP guests.
• Source and manage relationships with venues and vendors; negotiate pricing and coordinate contracts.
• Oversee production companies, AV teams, photographers, videographers, decorators, printers, and other event partners; ensure all vendors deliver according to schedule and expectations.
• Lead on-site event execution, manage the Run of Show and event schedule, coordinate staff assignments, resolve operational issues in real time, and maintain a high-quality attendee experience from setup through teardown.
• Track event budgets and expenses, review vendor invoices, identify cost-saving opportunities, and conduct post-event reviews to recommend operational improvements.
• Develop and maintain event SOPs, standardize planning documents and workflows, improve communication and coordination across departments, and build scalable systems that support company growth.

Qualifications

Required

• 5+ years of experience managing corporate conferences, business events, workshops, or multi-day events.
• Demonstrated success planning and executing both virtual and in-person events.
• Experience coordinating events with 200+ attendees.
• Strong project management and organizational skills; experience developing detailed Run of Show (ROS) documents.
• Experience coordinating executive speakers, sponsors, vendors, and venues.
• Strong leadership and communication skills; excellent problem-solving and decision-making abilities.
• Proficiency with project management platforms (ClickUp, Asana, Monday.com, Trello, or similar).
• Proficiency with Google Workspace and Microsoft Office.

Preferred

• Experience supporting educational, coaching, consulting, or professional services events.
• Experience managing trade shows, association conferences, or executive retreats.
• Familiarity with CRM and event registration platforms.
• Experience leading remote teams or coordinating distributed event staff.

Success in This Role

• Deliver exceptional event experiences with minimal operational issues.
• Ensure projects remain on schedule and within budget.
• Create scalable systems and processes that improve event execution.
• Build strong relationships with vendors, speakers, and internal stakeholders.
• Lead on-site event operations with confidence and professionalism.
• Continuously improve the efficiency and quality of the Events department.

What We're Looking For

We're looking for someone who has been responsible for making large business events successful. You understand that exceptional events are built through meticulous planning, proactive communication, and flawless execution. If you've coordinated conferences, managed production schedules, handled last-minute travel changes, led vendor teams, and thrived under the pressure of live events, you'll be a strong fit for this role.