Events Coordinator
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Job Description
Events Coordinator managing Pavilion's global event experiences and executing logistics for events. Coordinating all aspects from venue sourcing to post-event reporting.
Responsibilities:
- Coordinate end-to-end logistics for Pavilion events, including venue sourcing, contracting, and scheduling.
- Manage the operational workflow for recurring events, including creation of event pages, attendee tracking, and communication timelines.
- Oversee menu planning, seating arrangements, and dietary accommodations in collaboration with venues.
- Ensure all event details are accurately documented in Pavilion’s systems (HubSpot, Hivebrite, Make, Slack automations, etc.).
- Support sponsor deliverables, including brand visibility, attendee introductions, and post-event reporting.
- Manage attendee outreach and communication cycles — including invitations, acceptances, reminders, and post-event follow-ups.
- Coordinate prep calls, email campaigns, and host communications to ensure alignment across all stakeholders.
- Update attendance, no-show, and feedback data in internal systems.
- Track and report on event metrics, budget adherence, and sponsor fulfillment outcomes.
- Identify and recommend process improvements to increase efficiency as event volume scales.
Requirements:
- 1–3 years of experience in event coordination, project management, or operations (B2B or membership/community-based experience preferred).
- Proven ability to manage multiple projects simultaneously with precision and consistency.
- Strong organizational and time-management skills.
- Excellent communication and relationship management abilities.
- Familiarity with CRM and event management tools (e.g., HubSpot, Hivebrite, Asana, Make, Slack automations).
- Ability to work cross-functionally in a fast-moving, global, and remote environment.
- Bachelor’s degree or equivalent experience preferred.
Benefits:
- plus benefits
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