Event Operations Coordinator

Summary

Emerald produces tradeshows, events, content, and commerce platforms, and is seeking an Event Operations Coordinator. The role supports the planning, coordination, onsite execution, and post-event wrap-up of multiple events through logistics, documentation, budget tracking, vendor coordination, exhibitor support, and reporting.

Responsibilities

• Support Event Operations Managers with pre-show planning activities, timelines, and task coordination for assigned events
• Assist in preparing agendas, materials, and follow-up items for pre-show and post-show meetings
• Participate in weekly team meetings and share updates for assigned tasks and flag any issues
• Assist with post-event operational assessments by collecting feedback, documenting issues, and supporting future planning efforts
• Assist with tracking event budgets and expenses under the direction of Event Operations Managers/Directors
• Support the collection and organization of invoices, deposits, and required financial documentation
• Assist with post‑event reconciliation, auditing, and billing review for vendors and hotels as needed
• Support vendor coordination by tracking contracts, service orders, schedules, and required paperwork
• Assist with researching vendors and preparing recommendations for consideration by Operations leadership
• Collect and manage vendor documentation, including certificates of insurance and required compliance materials
• Coordinate ancillary vendors as directed, such as first aid, security, cleaning, and staffing support
• Assist with maintaining exhibitor lists, floorplan updates, and data entry within event management systems
• Support the preparation and distribution of exhibitor service manuals, forms, and logistical communications
• Assist with booth approvals, exhibitor questions, and rule clarification under manager guidance
• Support logistics planning related to signage, collateral, and onsite operational materials
• Assist with sponsorship fulfillment by collecting logos, assets, and deliverables and tracking completion against requirements
• Support meeting room logistics, speaker requirements, and conference session needs, including room setups and signage coordination
• Assist with audio‑visual coordination and on‑site conference support as directed
• Provide onsite operational support during move‑in, show days, and move‑out under the direction of Event Operations Managers/Directors
• Assist with exhibitor, sponsor, speaker, and internal team needs onsite, escalating issues as appropriate
• Support show floor operations by assisting with signage placement, meeting rooms, materials distribution, and logistics coordination
• Help troubleshoot onsite issues while maintaining a professional, calm, and service‑oriented approach
• Assist with post‑event documentation, including reconciling orders, organizing final materials, and supporting reporting needs
• Support the collection of feedback and operational notes to inform continuous improvement and future events

Skills

• Experience in event operations, meetings, hospitality, or related fields, with an understanding of event planning principles
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to follow direction while independently managing assigned responsibilities
• Ability to travel up to 40% including extended time on show site for move-in, show execution, and move out
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; Smartsheet and A2Z experience a plus

Qualifications

Must Haves

• Experience in event operations, meetings, hospitality, or related fields, with an understanding of event planning principles
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to follow direction while independently managing assigned responsibilities
• Ability to travel up to 40% including extended time on show site for move-in, show execution, and move out

Nice to Haves

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; Smartsheet and A2Z experience a plus

Benefits

• Unlimited vacation for exempt employees
• Flexible working locations
• 401(k) plan with a company match
• Medical, dental, and vision coverage, including transgender services and fertility benefits
• Parental and caregiver leave
• Dependent benefits
• Commuter benefits
• FSA benefits
• Professional development programs like Toastmasters
• Mental wellness tools