Events Coordinator

WTWH Media LLC

Events Coordinator handling operational execution of B2B events at Arrowfly, LLC. Planning, coordination, and performance reporting for successful event delivery.

Posted 7/17/2026full-timeRemote • 🇺🇸 United StatesJuniorMid-Level💰 $54,000 - $58,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in event coordination, including logistics management, operational documentation, and stakeholder communication. Proficient in utilizing event management tools and maintaining data accuracy across multiple workstreams.

Highest-signal resume keywords

Event CoordinationLogistics ManagementMicrosoft Office SuiteCvent FamiliarityB2B Event Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Operational TimelinesEvent DocumentationData AccuracyBudget TrackingProduction SchedulesSpeaker LogisticsRegistration ManagementAV SupportPerformance MeasurementShipping Coordination

Soft Skills

Strong Written CommunicationService MindsetOrganizational SkillsCalm Under PressureProfessional Judgment

Tools & Technologies

CventCRM SystemsMarketing AutomationMobile Event AppsLead-Retrieval Tools

Industry Keywords

Conference ManagementHospitalityB2B EventsEvent PerformanceStakeholder Engagement

About the role

Key responsibilities & impact

Maintain detailed master event plans, operational timelines, production schedules, run-of-show documents, staffing schedules, venue maps, and other key operational documentation.
Coordinate venue logistics, including room layouts, seating plans, capacity requirements, Wi-Fi, power, furniture, signage locations, catering timing, and accessibility needs.
Coordinate shipment of event materials, including signage, table assets, collateral, giveaways, registration supplies, speaker materials, branded merchandise, and technology equipment.
Coordinate registration-desk operations, including badge production and check-in workflows.
Coordinate on-site staffing schedules, including internal team members, venue contacts, and vendor representatives.
Maintain event documentation, including project plans, exhibitor manuals, stakeholder contact lists, floor plans, schedules, production documents, and operational checklists.
Support AV and production logistics, including speaker-ready-room schedules, presentation management, microphone requirements, confidence monitors, staging, and technical troubleshooting.
Coordinate food and beverage logistics, including catering guarantees, meal counts, dietary restrictions, service schedules, coffee breaks, sponsor-hosted functions, and VIP hospitality requirements.
Serve as a primary operational contact for speakers, sponsors, exhibitors, and external partners.
Collect, track, review, and organize speaker presentations, session descriptions, biographies, headshots, technical requirements, and related assets.
Ensure speaker materials are formatted, stored, version-controlled, and available to production, AV, event, marketing, and on-site teams.
Coordinate speaker logistics, including arrival times, green-room schedules, rehearsals, presentation submission deadlines, AV checks, stage access, and session transitions.
Support integration and data flow between event platforms and systems such as CRM, marketing automation, registration systems, mobile event apps, lead-retrieval tools, and reporting dashboards.
Help measure B2B event performance, including registrations, attendance, engagement, sponsor participation, leads, opportunities, and pipeline contribution.
Compile post-event reports summarizing attendance, engagement, lead and pipeline results, sponsorship outcomes, logistics performance, and recommendations for improvement.
Support budget tracking, purchase-order administration, invoice routing, vendor documentation, and expense reconciliation as assigned.
Provide general support to the events team as needed.

Requirements

What you’ll need

2+ years experience in conference management, hospitality, B2B events
Strong proficiency in standard workplace tools, specifically Microsoft Office Suite
Ability to build and maintain detailed spreadsheets, trackers, status reports, operational timelines, and event documentation with exceptional attention to data accuracy
Familiarity with Cvent
Strong written communication skills, including the ability to create concise, clear, professional email communications for external stakeholders
Ability to manage multiple workstreams, shifting priorities, and strict deadlines while remaining calm, organized, and responsive
Strong service mindset and professional judgment when working with sponsors, exhibitors, speakers, executives, customers, and vendors
Comfortable supporting hands-on event operations, including registration desks, exhibitor support, signage, floor management, shipment coordination, setup, troubleshooting, and pack-down
Willingness and ability to travel approximately 10–20 times per year for events, site visits, and on-site operational support

Benefits

Comp & perks

Premium medical, dental, vision and other health plans – you choose what fits your needs
Full vested 401(k) match to help you prepare for your future
Generous paid time off, including vacation, sick, float, bereavement, 12 office holidays and flexible working hours
Supportive work/life balance and paid parental leave
Dynamic, dedicated, fun and hard-working environment
A collaborative work environment in a growing market
Consistently ranked as a Top Workplace and included on the Forbes 5000 Fastest Growing Companies for 5+ years