Job description
Hours: Monday-Friday
Location: Onsite in Beaverton, OR
Type: Direct Hire
About VTM Group
VTM Group provides professional services for some of the world's most advanced technologies and the organizations that drive them, bringing companies together to move technology forward. If you are interested in building long-lasting relationships with clients and helping in continuing our record of success, then VTM Group is a great place to be!
About the Role
Join our team as an Event Coordinator and support the successful delivery of dynamic technology events around the world. In this role, you'll work with the Events team to assist in the planning and execution of domestic and international conferences, tradeshows, and association events. You'll contribute across multiple projects at different stages, helping ensure everything runs smoothly from start to finish.
What You'll Be Doing
Event Planning & Coordination
- Assist the Events team with end-to-end planning of multiple simultaneous events, including tradeshows, conferences, workshops, and member meetings.
- Conduct venue research and support site selection efforts.
- Oversee registration systems, prepare attendee communications, track responses & registration numbers.
- Customize mobile event apps for each event, including agendas, speaker bios, sponsor recognition, and logos.
- Coordinate event logistics, including but not limited to, shipping materials, printing collateral, and attendee giveaways.
- Collaborate with internal teams and vendors to keep projects on track.
- Assist in planning ancillary events, including private dinners, entertainment, and transportation.
Sponsorship Support
- Manage sponsorship deliverables, communications, and activations before, during, and after events.
- Support the creation of sales materials such as event prospectuses, sponsorship packages, and promotional collateral.
- Track and oversee sponsor commitments and ensure sponsor benefits are executed accurately and professionally, including but not limited to, onsite demos, signage and speaking opportunities.
Tradeshow Management
- Manage all aspects of trade show participation, including booth planning, production, shipping, setup, teardown, and lead retrieval.
Onsite Event Execution
- Lead full-cycle onsite event execution, including pre-conference coordination with venues and suppliers, day-of registration and troubleshooting, and post-event breakdown.
Travel
- Domestic and international travel up to15% (with onsite support averaging 7 days).
About You
- Bachelor's degree in event management, communications, Business, Marketing, or a related field, or equivalent professional experience.
- Minimum of 2 years of event management experience.
- Comfortable managing multiple projects simultaneously in a fast-paced, deadline-driven environment.
- Highly adaptable and comfortable navigating change and shifting priorities.
- Exceptional attention to detail and strong organizational skills.
- Excellent verbal and written communication abilities, with a professional and customer-focused approach.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.
- Proactive, reliable, and a self-directed learner, able to quickly pick up new tools, platforms, and technologies as the role and industry evolve.
- Ability to build strong professional relationships and work collaboratively across cross-functional teams.
- Composed and resourceful under pressure, able to solve problems quickly in high-stress or last-minute situations.
- Comfortable leveraging AI tools and emerging technologies to improve efficiency and enhance workflows.
The above statements are intended to describe the general nature and level of work. They are not to be construed, as an exhaustive list of all employee responsibilities, duties and/or skills required.
Ready to Apply?
Apply today with your resume and desired salary.
Note: All offers are contingent upon successful completion of a background check and drug screening (we do not test for marijuana). Applicants must be authorized to work in the U.S. We are unable to sponsor or take over visas.
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Frequently asked questions
Q: What skills or qualities help someone succeed as a Event Coordinator?
A: To succeed as an Event Coordinator, key technical skills include proficiency in event planning software, budgeting and financial management, and attention to detail in logistics and timelines. Soft skills such as excellent communication, problem-solving, and time management abilities are also crucial, as they enable effective collaboration with vendors, clients, and team members. These strengths collectively support career growth and effectiveness in the role by enabling Event Coordinators to deliver successful events, build strong professional networks, and advance to leadership positions within the industry.
Q: What is the career path for a Event Coordinator?
A: A typical career progression for an Event Coordinator involves starting as an Entry-Level Coordinator, where they assist in planning and executing events, and then advancing to a Mid-Level Coordinator or Senior Coordinator role, where they take on more responsibility for event planning, budgeting, and team management. Key opportunities for skill development and professional growth include learning event management software, developing relationships with vendors and suppliers, and honing project management and communication skills. Long-term career prospects for Event Coordinators may include transitioning into senior leadership roles, such as Event Manager or Director of Events, or exploring related fields like wedding planning, conference management, or hospitality management.
