Description
Arc network is currently seeking an organized, detail-oriented Event Operations Coordinator to join the Event Operations team. This individual will be responsible for the end-to-end logistical execution of 6-8 B2B events per year, including summits, conferences, and awards programs. The Event Operations Coordinator will work closely with a broader event team and will be the operational point person across vendor and venue relationships.
This is a remote role with regular travel onsite to events. Onsite, the Event Operations Coordinator will serve as an operations lead or key member of the ops team depending on event scale, ensuring every functional area runs smoothly from setup through teardown.
The Event Operations Coordinator is responsible for the following functional areas across all assigned events:
- Food & beverage: plans and orders all F&B in partnership with venue catering. Manages menus, guarantees, dietary accommodations, and onsite setup walkthroughs.
- Hotel room block: monitors the room block contract, monitors pickup pace, manages staff and speaker rooming lists, and reconciles the master account post-event.
- Signage: owns signage production, placement, and removal. Collects content from marketing and programming, manages the print vendor relationship, and maintains a signage inventory for each event.
- Registration area build-out: coordinates the physical build of the registration counter, including furniture, power, and internet.
- Audio visual (AV): Works with Director of Operations to reviews quotes, manages the run of show, coordinates rehearsals with the editorial team, and approves all onsite change orders.
- Venue & facility management: serves as the primary contact with the venue event manager. Reviews venue contracts, submits BEOs, manages load-in access, and coordinates security.
- Transportation & logistics: coordinates all ground transportation (VIP/speaker airport transfers, hotel and offsite shuttles) and manages event materials shipping including manifests, tracking, and return freight.
- Temporary staff: determines headcount and roles, works with the staffing agency, manages onsite scheduling and assignments, and approves timesheets.
- Event supplies & materials: maintains the standard event kit, builds event-specific materials production schedules, and manages ordering and inventory.
- Security management: works with the venue security team and outside security vendors as needed to confirm schedule, post coverage, and onsite staffing.
- Budget management: works with Director of Operations to track all operational expenses against the event budget, processes vendor invoices for approval, and prepares a post-event budget reconciliation.
- Vendor master list: maintains contracts, certificates of insurance, and the onsite vendor contact sheet for every assigned event.
Daily responsibilities will vary throughout the year, but may include:
- Managing multiple event timelines simultaneously, tracking deadlines, following up with vendors, and keeping the team informed of any changes that affect operations.
- Running weekly or bi-weekly calls with key vendors (venue, AV, etc) as events approach, increasing in frequency in the final weeks before each show.
- Coordinating cross-functionally with editorial, marketing, sales, and registration teams to collect content, attendee data, and program details that affect operational planning.
- Preparing and maintaining event documentation: run of shows, BEOs, signage trackers, shipping manifests, rooming lists, temp staff schedules, and vendor contact sheets.
- Traveling onsite for load-in, show days, and strike.
- Reviewing and approving vendor invoices post-event and completing budget reconciliation with Director of Operations.
- Participating in post-event debriefs and documenting lessons learned for future planning cycles.
Requirements
- 2-4 years of event operations or event planning experience.
- Hands-on experience managing AV vendors, venue relationships, F&B ordering, and hotel room blocks.
- Familiarity with general service contractors (GSCs) and exhibit hall logistics is a plus.
- Experience working onsite at events in an operational capacity - you're comfortable on your feet for long days and know how to stay calm when things don't go to plan.
- Strong organizational skills and a genuine love of process - you build trackers, maintain checklists, and follow up without being asked.
- Clear, professional communicator across email, calls, and real-time coordination channels. Comfortable communicating with vendors, venue staff, and internal stakeholders at all levels.
- Ability to travel approximately 20-25% of the year for event load-ins, show days, and site visits.
Traits We Value
- You are proactive, not reactive - you're three steps ahead on every event and flagging issues before they become problems.
- You sweat the details. You're passionate about things like food and beverage guarantee deadlines and signage. You're proud of the work you accomplish - details and big picture.
- You're a strong collaborator who can hold your own with vendors and internal stakeholders alike.
This role is fully remote with required travel to event sites. You should expect to travel approximately 20-25% of the year. Events span conferences, tradeshows, and awards programs primarily held in major US cities.
Physical demands of the job include
- Performing work in an indoor office environment
- Operating standard office equipment such as computers, printers, keyboards, monitors, phones, and other telecommunications or internet-enabled communications devices
- Possessing short-distance visual acuity to perform an activity such as entering, preparing, and/or analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.
- Lifting and carrying small to medium sized (0-20 lbs) parcels, packages and other items or traversing short distances.
- Traversing longer distances and/or standing for extended periods of time will be required during conferences and in-person events.
Position Type and Expected Work Hours
This is a regular, full-time role. Most work is typically conducted Monday - Friday, during Arc's core business hours, between 9:00 AM and 5:30 PM. Travel to events is required, and work times will be extended during the lead-up to and through the live events.
This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
Factors used to determine the compensation range for a given position may impact what compensation within the stated range may be offered to any individual candidate (e.g., years of experience, level of education or credentials obtained, geographic and market considerations, etc.).
