Note: The job is a remote job and is open to candidates in USA. Hyve Group organizes business-to-business events and develops technology- and data-driven products that help industries connect, collaborate, and grow. The Event Operations Coordinator will support the planning and execution of POSSIBLE by managing event logistics, timelines, documentation, sponsor fulfillment, vendor coordination, registration, and onsite operations.
Responsibilities
- Support the planning and execution of event operations across all phases of the event lifecycle
- Assist with the development and maintenance of event timelines, project trackers, and operational schedules
- Ensure all event details are accurately documented and effectively communicated to internal and external stakeholders
- Assist with the coordination and tracking of sponsor deliverables to ensure commitments are fulfilled accurately and on time
- Work cross-functionally with Sales, Marketing, Registration, and Operations teams to support sponsor activation requirements
- Maintain sponsor logistics documentation and provide onsite sponsor support as needed
- Attend vendor and partner meetings, capturing detailed notes and tracking action items
- Monitor vendor deliverables, contracts, deadlines, and key operational milestones
- Assist with vendor onboarding, processing purchase orders, and payment tracking
- Assist with hotel room block management and housing platform administration
- Monitor booking activity and support reporting related to room pickup and attrition
- Support registration-related initiatives as needed
- Support the delivery of attendee experiences, catering programs, networking events, and special activations
- Assist with onsite event office setup, inventory management, staff coordination, and logistical execution
- Serve as a key onsite team member, helping troubleshoot issues and ensure a seamless event experience
- Maintain operational documents, floorplans, run-of-show materials, staffing schedules, and event checklists
- Assist with post-event reporting, compiling operational insights, lessons learned, and recommendations to support future planning
- Partner closely with internal teams, including Marketing, Sales, Content, Registration, and Customer Success, to ensure seamless event execution
- Participate in planning meetings and provide operational updates to stakeholders
- Support process improvements and contribute ideas to enhance operational efficiency and the attendee experience
Skills
- A minimum of 3 years' experience in event operations, event coordination, hospitality, conferences, exhibitions, meetings, or related fields
- Strong organizational and project coordination skills, with the ability to manage multiple priorities simultaneously
- Excellent attention to detail and commitment to delivering high-quality work
- Strong written and verbal communication skills
- Ability to work effectively in a fast-paced environment and remain calm under pressure
- Proactive, resourceful, and solutions-oriented, with a willingness to take initiative
- Comfortable working collaboratively with internal teams, vendors, venues, and external partners
- Self-motivated, collaborative, and eager to learn
- Passionate about the events industry and delivering exceptional attendee experiences
- Experience using Microsoft Office and event technology platforms is preferred
Benefits
- Bonus Potential of up to 15%
- Comprehensive medical, dental and vision coverage.
- 401(k) retirement plan with company match.
- Competitive Paid Time Off: 20 days of PTO, 5 sickdays, your birthday off, 2 volunteer days, plus 11 paid company holidays.
- Remote position
- Ongoing learning, development and career progression opportunities across Hyve's global portfolio.
Company Overview