[Remote] Event Operations Coordinator
Note: The job is a remote job and is open to candidates in USA. 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
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
Company Overview