Note: The job is a remote job and is open to candidates in USA. Avetta is hiring an Events & Marketing Coordinator to operationally plan and deliver its tradeshow and conference program. The role also supports field marketing programs, roundtables, and proprietary events, coordinating logistics, vendors, marketing materials, and cross-functional workstreams through event closeout.
Responsibilities
- Coordinate the operational lifecycle of assigned tradeshows and conferences, from initial planning and registration through onsite execution and post-event closeout
- Own registration deadlines, exhibitor portals, show requirements, forms, badges, service orders, and other event deliverables; maintain clear status and escalate risks before deadlines are jeopardized
- Coordinate booth logistics, including freight, shipping and tracking, storage, material handling, installation and dismantling, and return shipments
- Order and confirm show services such as internet, electrical, furnishings, lead retrieval, and other booth or venue requirements; verify details against approved plans and budgets
- Maintain accurate inventories and movement records for booth properties, signage, collateral, swag, and other branded assets across offices, storage locations, and event sites
- Build and maintain detailed timelines, checklists, production schedules, staffing plans, and run-of-show documents; confirm owners, due dates, dependencies, and completion status
- Prepare event materials and stakeholders for execution, checking quantities, specifications, shipping addresses, arrival dates, and onsite needs
- Provide hands-on onsite support as needed, including travel, setup, troubleshooting, vendor coordination, and timely issue escalation
- Support execution of field programs, roundtables, and proprietary events as business needs require
- Coordinate day-to-day communication with show organizers, venues, general contractors, shipping providers, and other external partners
- Confirm orders, deadlines, deliverables, and service details in writing; maintain organized records of confirmations and changes
- Track contracts, certificates of insurance, invoices, and required event documentation, coordinating timely completion with the appropriate internal partners
- Monitor vendor deliverables and event logistics against approved plans; identify discrepancies and resolve or escalate them promptly
- Coordinate event-related marketing deliverables, including graphics, signage, collateral, swag, booth assets, and other materials, with internal creative and marketing partners
- Keep stakeholders informed with clear updates on status, deadlines, dependencies, open questions, and changes
- Support lead-capture readiness and post-event handoffs, including coordination of materials, systems, and follow-up logistics with relevant teams
- Help ensure event assets and deliverables are accurate, brand-aligned, complete, and available when and where they are needed
- Maintain accurate event trackers, budgets or expense records as assigned, timelines, project plans, files, and documentation so the team has a dependable source of truth
- Use approved AI-enabled tools and digital platforms, as appropriate, to accelerate administrative work and improve event workflows—for example, organizing information, creating first drafts of checklists or timelines, summarizing non-sensitive materials, and identifying process steps that can be standardized
- Review and verify AI-assisted outputs before use; apply human judgment to event details, dates, quantities, costs, contractual requirements, and stakeholder communications
- Follow company guidance for approved tools, data handling, privacy, and confidentiality; do not enter sensitive or restricted information into unapproved AI systems
- Stay adaptable as AI capabilities and event tools evolve, learn new workflows, and share practical ways technology can reduce repetitive work without compromising accuracy or service quality
- Identify opportunities to improve templates, checklists, asset tracking, handoffs, and other repeatable processes; help document and implement agreed improvements
- Assist with post-event reconciliation, closeout, and documentation, capturing outstanding actions and operational learnings for future events
- Serve as a reliable day-to-day execution partner who takes ownership, closes loops, and consistently meets commitments
Skills
- 3+ years of experience in event coordination, field marketing, or tradeshow management
- Demonstrated experience coordinating tradeshow logistics, exhibitor requirements, vendors, service orders, shipping, and event deadlines
- Exceptional organizational skills and attention to detail, with a systematic approach to tracking multiple workstreams, dependencies, and deadlines
- Strong follow-through and accountability; able to anticipate needs, catch inconsistencies, maintain accurate records, and close out details without repeated reminders
- Able to manage multiple events and shifting priorities in a fast-paced, deadline-driven environment while remaining calm, responsive, and precise
- Comfortable using AI-enabled tools to support work and eager to learn new applications; able to evaluate outputs critically, protect confidential information, and maintain accuracy
- Proficiency with project management and event platforms such as Wrike, Cvent, Asana, or comparable tools; strong working knowledge of common office and collaboration software
- Clear written and verbal communication skills, with the ability to coordinate collaboratively with internal stakeholders and external partners
- Resourceful problem-solver who takes initiative, raises issues early, and knows when to resolve a detail independently or escalate it
- Bachelor's degree in Marketing, Communications, Event Management, or a related field preferred
- Preferably in a B2B environment
Benefits
- Hybrid schedule (3 days in office, 2 days work from home) for those within commutable distance to an office; those outside commutable distance may be considered on a remote basis.
- Health, Dental, and Vision Insurance
- 401(K)
- Flexible Time Off
Company Overview
Company H1B Sponsorship