Events

• Coordinate detailed logistics for medium-to-large firmwide events including scheduling, shipping, venue setup, materials management, and onsite execution requirements
• Implement assigned tasks of event project plans for specified events, collaborating with Managers and Leads to ensure objectives, timelines, and operational processes are met
• Oversee shipping workflows, including creation of shipping schedules, vendor pickups, delivery tracking, packing standards, and post-event returns
• Serve as a primary logistics liaison with vendors for execution needs for shipping, equipment rental, supplies, printing, and on-site services, escalating contracting or performance issues to Managers
• Manage and maintain event inventory including booth assets, giveaways, signage, and reusable materials; ensure accuracy of tracking records and sustainability practices
• Perform system administration tasks for event technology platforms including Cvent, Survey Monkey, Poll Everywhere, and related tools
• Generate logistics reports, shipping manifests, timeline updates, and other documentation to support event readiness and post-event evaluation
• Work closely with Event Leads and Managers to ensure logistical requirements align with the operational plans and requirements defined by Event Leads and managers
• Coordinate with Marketing, Shared Services, IT, and other internal teams to ensure all operational components are aligned and executed accurately based on defined event plans and requirements
• Assist in event-related catering coordination for firmwide meetings and events
• Mentor and support Associates, contributing to onboarding, skills development, and process training
• Help refine operational procedures, templates, and documentation to ensure consistency and continuous improvement across the Event Operations function
• Support sustainability initiatives by identifying opportunities to optimize event materials usage and shipping practices

Senior Associate, Marketing Event Operations

• Support end-to-end planning and execution of events including tradeshows, conferences, internal programs, and virtual/hybrid events
• Coordinate logistics including: Venue sourcing and RFP development; Room block management and travel coordination; Food & beverage planning; Audio/visual and production requirements; Shipping and material handling
• Ensure all event elements align with government protocols, security considerations, and compliance standards where applicable
• Manage full lifecycle tradeshow logistics including: Exhibit coordination; Shipping and drayage; Booth setup and teardown; Power, internet, and A/V requirements; Staff registration, training, and scheduling
• Support execution of in-booth activations and ensure brand consistency and attendee engagement
• Maintain detailed run-of-show documents and logistics trackers
• Coordinate with internal teams (marketing, sales, leadership) and external vendors to ensure clear timelines, roles, and deliverables
• Own development and management of: Event websites and registration pages (e.g., Cvent), Email campaigns and attendee communications, Pre-event and post-event messaging
• Help ensure accurate, timely, and professional communication, particularly for high-visibility government audiences
• Monitor registration data and proactively flag risks or trends
• Provide logistical and technical support for virtual events using platforms such as: Microsoft Teams, Zoom for Government, Cvent, HubSpot
• Assist with speaker coordination, rehearsal scheduling, and live event support
• Troubleshoot real-time issues to ensure a seamless attendee experience
• Maintain project plans and timelines using tools such as Monday.com
• Track deliverables, deadlines, and dependencies across multiple concurrent events
• Identify risks early and escalate or resolve proactively
• Contribute to process improvements that enhance scalability and efficiency
• Serve as an on-site operational lead or support resource: Manage registration desks and attendee flow; Coordinate vendors and venue staff; Resolve real-time issues with professionalism and urgency
• Ensure a high-quality, detail-oriented attendee experience aligned with brand standards
• Track and compile event performance metrics including: Attendance and engagement; Campaign effectiveness; Operational outcomes
• Support post-event reporting and debriefs
• Identify opportunities for improvement and contribute to evolving best practices

Event Operations Coordinator – Government & Defense Programs

• Manage the scheduling of campus conference rooms, maximize space utilization, and effectively allocate resources
• Resolve scheduling conflicts, service issues, and system outages
• Manage the administration, maintenance, and continuous improvement of meeting and event systems (including selecting and evaluating event software applications)
• Develop and implement hospitality processes with a lens of continuous improvement
• Lead effective change management to support adoption, alignment, and successful implementation across the organization
• Create and implement a streamlined, 'one-stop-shop' meeting and event experience
• Define service standards, guidelines, and processes related to Hospitality
• Provide logistical coordination for onsite meetings, employee programs, and campus events
• Coordinates event setup, execution, and day-of onsite experience – partnering closely with catering, facilities, and AV
• Identify operational challenges, develop solutions, and implement improvements to drive excellence
• Solicit feedback and identify trends to enhance and improve meeting and event experiences
• Deliver a high-quality, service-oriented experience for all campus meetings and events
• Occasional support outside standard business hours for events
• Manage multiple priorities in a fast-paced, dynamic environment
• Collaborate with internal stakeholders and external vendors to ensure seamless execution
• Maintain strong attention to detail across scheduling, logistics, and operations
• Adapt to evolving tools, processes, and business needs
• Committed to continuous improvement and innovation in campus hospitality services

Campus Hospitality Meeting & Event Consultant

• Represent the OAP brand and convey a positive brand image at major company-sponsored events.
• Create and activate OAP marketing display to maximize impact on-site and drive traffic to display.
• Write detailed reports on all events at which he/she activates, including fact-based recommendations to repeat, expand, discontinue or reduce our presence at each event.
• Evaluate and recommend new sponsorship opportunities in region, including track signage deals, promotional tie-ins and in-store ticket sales programs.
• Maintain OAP truck, trailer and event displays in show-ready condition at all times and prevent damage to same through close supervision of event activities.
• Recruit, supervise and train personnel (mainly store TM’s) that work at events; ensure that a positive, professional image is maintained by all display workers at all times.
• Act as a liaison between O’Reilly Auto Parts and key external stakeholders such as track personnel, show promoters and OAP suppliers.

Event Marketing Specialist

• Define and execute a comprehensive global events roadmap that supports ALM’s growth objectives, brand awareness, thought leadership, and lead generation targets.
• Lead all phases of event management, including event selection, contract negotiation, vendor management, booth design, logistics, pre-event marketing, on-site execution, and post-event communications and analysis.
• Act as the central hub for ALM events, coordinating across Marketing, Sales, Product, and Operations to ensure messaging is aligned and stakeholders are prepared.
• Own the global events budget, ensuring every dollar is optimized for maximum ROI and reporting regularly on spend and performance.
• Craft compelling event-related content, including internal briefings, promotional emails, and pre/post-show communications for attendees and staff.
• Partner with Demand Generation teams to ensure seamless lead flow from the event floor into our CRM (Salesforce).

Senior Global Events Professional

• Design and deliver engaging virtual and hybrid events that foster volunteer connection, learning, and community, leveraging a variety of formats (e.g., panels, discussions, interactive sessions) beyond traditional webinars.
• Audit and evolve existing events into a cohesive, data-informed strategy that reflects community needs, engagement patterns, and organizational priorities.
• Partner with the Learning & Engagement Manager to assess current events, identify gaps, and define a roadmap for scalable, high-impact event programming.
• Collaborate with SMEs, Learning Design, Community, and Clinical partners to shape event content and experiences that are impactful, inclusive, and aligned with mission priorities.
• Facilitate dynamic, discussion-driven events—guiding conversations and elevating diverse perspectives.
• Serve as both host and operational lead for events, overseeing logistics, platforms, and seamless end-to-end execution.
• Bring a strong point of view on event tools, platforms, and engagement strategies, selecting the right formats and technologies to support scale and impact.
• Evaluate event effectiveness using qualitative and quantitative data, and continuously iterate to improve reach, engagement, and overall experience.
• Build scalable, repeatable processes that ensure consistency, accessibility, and excellence as event programming grows.
• Project manage event initiatives from concept through execution, ensuring timelines, quality standards, and experience goals are met.

Events Program Lead

• Coordinate and manage meeting and event reservations using campus booking platforms
• Serve as the primary point of contact for scheduling support, guidance, and troubleshooting
• Monitor booking systems to ensure accuracy, availability, and effective space utilization
• Escalate scheduling conflicts, service issues, and system outages as appropriate
• Support administration, maintenance, and continuous improvement of meeting and event systems
• Assist with implementation, testing, and documentation of hospitality tools and processes
• Contribute to a streamlined, “one-stop-shop” meeting and event experience
• Ensure alignment with established service standards, guidelines, and processes
• Provide logistical coordination for onsite meetings, employee programs, and campus events
• Support event setup, execution, and day-of onsite coordination
• Partner with service providers for catering, room setup, and AV needs
• Identify operational challenges and recommend improvements
• Gather feedback and identify trends to enhance meeting and event experiences
• Support basic tracking and reporting to improve service delivery and consistency
• Occasional support outside standard business hours for events
• Deliver a high-quality, service-oriented experience for all campus meetings and events
• Manage multiple priorities in a fast-paced, dynamic environment
• Collaborate with internal stakeholders and external vendors to ensure seamless execution
• Maintain strong attention to detail across scheduling, logistics, and operations
• Adapt to evolving tools, processes, and business needs
• Contribute to continuous improvement and innovation in campus hospitality services

Campus Hospitality Meeting & Event Specialist

• Coordinate the timely and accurate reporting of all incidents and events that meet regulatory and organizational criteria for reportability.
• Ensure that all reportable events are documented in accordance with state and federal regulations as well as organizational policies.
• Conduct thorough investigations of reported events, including interviewing staff, reviewing documentation, and gathering other pertinent information.
• Analyze incidents to determine root causes and identify trends or patterns that may indicate systemic issues.
• Act as the primary contact for regulatory agencies regarding reportable events.
• Prepare and submit required reports to regulatory bodies within established timeframes.
• Stay updated on changes to regulations and ensure organizational compliance.
• Work with relevant departments to develop and implement corrective action plans to address issues identified during investigations.
• Monitor the effectiveness of corrective actions and adjust strategies as needed to prevent recurrence.
• Provide training to staff on reporting procedures, regulatory requirements, and best practices for incident management.
• Develop and maintain educational materials and resources for staff.
• Maintain an organized and secure database of reportable events and related documentation.
• Generate reports and analyze data to provide insights and recommendations to senior management.
• Participate in quality improvement initiatives aimed at reducing the frequency and severity of reportable events.

Reportable Event Management Specialist

• Install, commission, service and repair Aggreko generators, diesel engines, electrical distribution equipment, HVAC equipment and/or OFA systems
• Install and commission for Events Services and other complex projects
• Troubleshoot equipment failures both on Events Services and in the service centers
• Maintain thorough knowledge of, practice, and promote safe working conditions in accordance with OSHA, EPA regulations
• Interface with a remote operations center to prevent failures and comply with safety regulations

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