Virtual Assistant Event Planner Jobs in Florida (NOW HIRING)

In short, our purpose at TEAM is to blow people's minds and steal their hearts with incredible brand experiences. We want you to help us help our brands do amazing, unprecedented, wildly creative things, creating moments that people never forget and that people will want to share with others. To make all that great work happen takes a lot of coordination and organization behind the scenes.

WHO WE ARE

TEAM is an award-winning experiential marketing agency that develops and executes creative marketing campaigns rooted in strategy, insights, and decades of learning. We partner with the best brands and people to deliver experiences that create inspiration at the point of engagement. Our roster of talent is essential to executing quality campaigns which live up to our high standards. Visit us online on our website, Facebook, Instagram, or Twitter.

THE TEAM DIFFERENCE

People may forget your witty hashtag and your latest campaign tagline, but they will never forget how you made them feel. That's because what a brand does is much more important that what is says. Actions speak louder than advertising and marketing. Experiences are what create real connections that lead to brand love and that's what we do at TEAM. We're a fun, collaborative, hard working group with a great office environment who takes care of our employees, to ensure that both in work and in life you experience something greater.

The Event Coordinator plays an essential role in supporting TEAM partnership with a leading global cloud provider managing event logistics, stakeholder coordination, and attendee experiences across various regions and themes. This role blends project coordination, operational support, and client service - ensuring flawless execution and exceptional engagement at every touchpoint. From live-streaming and speaker management to registration and reporting, this position ensures all logistical details are seamlessly executed and aligned with our client's standards. This is not simply event support. It is the orchestration of details and execution in order to meet required deadlines within a timely manner.

Event Planning & Execution

• Support the planning and execution of various tech specific events (In-person, virtual and hybrid events) from concept through post-event measurement.
• Coordinate all event logistics, including registration, attendee communication, hotel reservations, and vendor support.
• Assist in managing live-streaming, speaker coordination, and on-site technical needs.
• Track key deliverables and timelines to ensure successful event execution across multiple regions.
• Prepare event materials, briefings, and post-event recaps as needed. 

Stakeholder & Vendor Coordination

• Serve as a central point of contact for cross-functional client teams.
• Support communication between Internal teams to ensure alignment and timely delivery of assets.
• Assist with vendor sourcing, contracting, and coordination, maintaining compliance with client and agency standards.
• Negotiation of contracts with vendors, venues, and suppliers to secure favorable terms, cost-effective In-person event execution, and delivery standards aligned to regional marketing strategy. 

Attendee & Executive Engagement

• Support executive, customer, and partner engagement initiatives for key tech events.
• Provide real-time assistance for VIP attendees, ensuring high-touch service throughout the event experience.
• Serve as part of the call center response team, assisting with attendee inquiries, hotel modifications, and registration updates. 

Logistics, Reporting & Administration

• Manage event documentation, including project trackers, contact lists, and schedules.
• Ability to measure leads and pipelines, given this Is B2B.
• Support budget tracking and expense reconciliation as directed.
• Compile post-event reports summarizing attendance, engagement, and logistics outcomes.
• Assist in process improvements and documentation to enhance future event efficiency.

• Bachelor's degree in Event Management, Marketing, Communications, or a related field
• Minimum of 5+ years of experience coordinating events, preferably in an agency or corporate environment.
• Proven ability to manage multiple tasks, timelines, and stakeholders in a fast-paced setting.
• Strong organizational skills with meticulous attention to detail.
• Excellent written and verbal communication skills with a client-service mindset
• Virtual desktop setup is required; no new software purchases required.
• Experience supporting virtual or hybrid events a plus.
• Ability to travel If needed for event support.
• Proficiency with Google Workspace, Microsoft Office, project tools (e.g. Asana/Smartsheet) and presentation design platforms.

TEAM is committed to building diverse teams and we are proud to be an equal opportunity employer. All applicants will receive consideration without regard to race, color, ancestry, sex, religion, gender, gender identity or expression, sexual orientation, marital status, national origin, citizenship, genetics, disability, age, veteran status or other characteristics. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To request reasonable accommodation, contact hrhelp@constellation-exp.com