Event Operations Coordinator
The Event Operations Coordinator at Confidential Client manages comprehensive logistics for professional development conferences and events, coordinating with hotel partners, vendors, and internal teams to ensure seamless execution. This hybrid role involves national travel to events and requires strong organizational, communication, and multitasking skills to deliver exceptional attendee experiences across multiple sectors.
About CareerTakes
CareerTakes is a next-generation AI recruiting platform that connects early-career talent with real roles at established companies across regulated industries.
👉 Important disclosure: CareerTakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, a PR, Advertising & Marketing (Market Research & Events) firm.
Applicants for this role may also receive access to additional matched opportunities through the CareerTakes platform.
About the Role
This role supports a confidential client that produces professional development conferences and events across sectors including EdTech, Healthcare, Government, Medical, and Banking. The Event Operations Coordinator manages end-to-end event logistics — from group rooming lists and vendor coordination to on-site execution at partner hotels.
This is a hybrid role (NY / NJ / CT) with a requirement of 3 days per week in-office and national travel for up to six events per year. Employment type: Full-time (contract). Base salary: $45,000 per year + quarterly bonuses.
Key Responsibilities
- Plan, coordinate, and execute meetings, conferences, seminars, and special events from start to finish.
- Manage event logistics: meeting room layouts, group rooming lists, transportation, A/V, registration, on-site execution.
- Serve as primary point of contact for hotel partners and external vendors (Marriott, Hyatt, Hilton, IHG, etc.).
- Coordinate with Production, Delegate Acquisition, and Vendor Sales teams to ensure attendee experience.
- Create, monitor, and update event timelines and attendee profiles in Airtable.
- Work with vendors on A/V, lighting, entertainment, catering and event supplies.
- Support production of event collateral, materials, and post-event follow-up.
- Travel nationally for events (typically 4–5 days per event, up to ~6 events/year).
Who You Are / Required Qualifications
- You enjoy travel and meeting new people.
- You can manage multiple projects simultaneously and prioritize under pressure.
- Exceptional written and verbal communication skills; professional phone presence.
- Self-starter, highly organized, detail-oriented, and committed to accuracy.
- Strong follow-up and follow-through habits.
- Comfortable learning and using technology and event software quickly.
- Bachelor’s degree (preferred).
- Ability to travel as required and work a hybrid schedule in NY / NJ / CT.
- Must be authorized to work in the United States; the employer is not able to provide sponsorship for this role.
Preferred Qualifications
- Experience with Airtable, CVENT, Alchemer, Adalo, or similar tools.
- Prior experience with group catering or hospitality at major hotel brands (Marriott, Hyatt, Hilton, IHG).
- 1–2 years of hospitality or event operations experience (internship experience qualifies).
Compensation & Benefits
- Base salary: $45,000 + quarterly bonuses.
- 15+ PTO days.
- Flexible/hybrid work model.
- Medical, dental, and vision coverage.
- 401(k) matching (eligibility begins after specified continuous employment period).
- Pre-tax commuter benefits.
- All-expenses-paid travel to major cities for events.
- Opportunities for lateral and vertical growth across departments.
Location & Travel
- Hybrid role covering NY, NJ, CT — 3 days per week in-office.
- National travel required for events (typically 4–5 days per event, up to ~6 events/year).
Compliance & Hiring Notes
- This posting is intended to comply with U.S. federal and state employment laws for NY, NJ, and CT. Applicants must be legally authorized to work in the United States; offers may be contingent on background checks where permitted by law.
- Reasonable accommodations are available for applicants with disabilities; please contact CareerTakes if you need an accommodation during the application or hiring process.
How to Apply
If you’re excited by event logistics, hospitality coordination, and producing high-impact conference experiences, apply via the CareerTakes platform. Candidates selected to move forward will be contacted with next steps by CareerTakes on behalf of our confidential client.
Equal Opportunity & Hiring Transparency
CareerTakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.