Event Operations Coordinator

Overview

Emerald is seeking an Event Operations Coordinator to join our team from San Juan Capistrano, CA. The Event Operations Coordinator is responsible for ensuring all event operations are managed and executed efficiently, cost-effectively, and exceed expectations for our internal and external customers.

The Event Operations Coordinator is responsible for pre-show, on-site, and post-show tasks for 3-5 events within Emerald’s portfolio. To find success in this position, candidates must demonstrate effective time management, the ability to juggle multiple projects with concurrent deadlines, and communicate proactively with both internal and external partners. The Event Operations Coordinator must be able to quickly identify and adapt to challenges by displaying a cool, calm demeanor and the ability to find answers and create solutions with limited direction.

Event Operations Coordinators support the events they own on-site, and must be comfortable traveling domestically in this position.

Responsibilities

Pre-Show

• Support Operations Managers/Directors with all pre-show planning and management
• Research and recommend new vendors and show decorations
• Assist with planning and executing of all special events and sponsorships
• Assist with the sponsorship contracting and fulfillment process
• Collect all sponsor logos and submit for promotion and signage
• Update show management requirements document and send to vendors
• Assist with food and beverage menu creation/orders and review/proof all BEOs. Update F&B budget and actuals
• Assist with management of housing. Collect staff and vendor housing requests. Send out hotel confirmations
• Create security packets and other on-site documents
• Order and track promotional items and pub bin items
• Collect and track EAC and exhibitor insurance certificates
• Lead contact for pre-planning logistics and ordering materials
• Contact ADA attendees to coordinate arrangements as needed
• Collect and track meeting room requirements
• Assist with new vendor setup and invoice processing
• Updated Exhibitor Service Center
• Update/create exhibitor emails and upload to a2z
• Respond to customer emails and requests

On-site

• Support Operations Managers/Directors on-site execution and management
• Manage sponsorships on-site, as needed
• Track and coordinate publication bin inserts, sponsor bag inserts, and literature distribution at show entrances
• Serve as a floor manager at other Emerald events as needed
• Manage meeting room requirements

Other Responsibilities

Post Show:

• Assist with final hotel and vendor billing reconciliation and auditing
• Coordinate other responsibilities as assigned by Operations Manager/Director
• Maintain awareness of the latest industry trends and apply to assigned events
• Research and recommend cost savings measure directly related to operating expense
• Manage costs to ensure expenses are within budget

Qualifications

• 2-3 years of event operations experience
• Knowledge and understanding of meeting and event planning principles, requirements, and procedures
• Ability to work in a fast-pasted, matrix organization and to manage multiple competing priorities
• Excellent customer service skills and the ability to work with internal and external stakeholders
• Must be highly creative, enthusiastic, and take an interest in keeping up with industry trends
• Strong interpersonal, communication, and organizational skills
• Well versed in all Microsoft platforms, including Word, Excel, and PowerPoint
• Highly proficient in Microsoft Word and Excel
• Ability to travel as needed

ABOUT EMERALD

Emerald’s talented and experienced teams grow our customers’ businesses 365 days a year with products that create connections, deliver content, and drive commerce. We produce over 140 annual events, create and deliver content through print and digital channels, and power commerce through our seamlessly integrated in-person and digital platforms and channels. For more information, please visit http://www.emeraldx.com.

At Emerald, we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences, and we are intentional about ensuring a positive hiring experience for everyone. Our job postings don’t contain experience inflation, and most don’t require college degrees. Instead, they’re crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams.

COMPENSATION & BENEFITS

Target Compensation: $45,000-50,000 (Non-Exempt)

Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidate’s qualifications and may be higher where required by applicable law.

We offer a competitive benefits package designed to strengthen our employees’ physical and mental health, including unlimited vacation for exempt employees, flexible working locations, 401(k) plan with a company match, medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits, parental and caregiver leave, dependent, commuter and FSA benefits, professional development programs like Toastmasters, and mental wellness tools such as weekly guided meditation programs.

If you need accommodation in our application process or have questions about our posted salary range, please email our Talent Acquisition team at Careers@EmeraldX.com.