ncontracts - Events Coordinator
Requirements
• Associate or Bachelor's degree in marketing, event management, hospitality, communications, or a related field, or equivalent experience • One to two years of related B2B event experience, including internships or co-ops with associations that run multiple events • Foundational understanding of events (registration, logistics, sponsorship, on-site execution) plus interest in partner and association marketing • Comfort learning new software quickly, and the curiosity to dig into functionality rather than settle for defaults. Practical experience using AI tools, with good judgement about verifying output and protecting confidential information • Relationship focused, collaborating with internal partners, industry associations and vendors • Strong attention to detail and the ability to manage multiple tasks and meet deadlines in a fast-paced environment • Proactive by nature, bringing executional follow-up with clear verbal and written communication. • Comfort working with data, including organizing registration and event data and following templates to summarize results • A proactive approach to problem solving, and the judgment to flag risks and questions early • Ability to work from our Nashville office on a hybrid schedule and travel for events as needed • Ability to lift up to 30 lbs, with or without reasonable accommodation. • Hands-on experience with event platforms such as Swoogo, EventMobi, Cvent, or Bizzabo • Familiarity with Salesforce or HubSpot, and with project management tools such as Monday.com http://Monday.com • Experience with billing, invoicing, or registration reconciliation • Experience working with state or national associations in financial services, banking, or compliance • SCHEDULE & LOCATION • This is a full-time position (40 hours per week), typically Monday-Friday, with hybrid work out of our Nashville office on Broadway. Occasional evening and weekend work and travel are required for events, with higher demand during February-March and September-October. Estimated 20% travel and three required in-office days per week. • WE OFFER ALL REGULAR FULL-TIME TEAM MEMBERS: • A fun, fast-paced work environment • Responsible PTO Plan that meets or exceeds state and local medical and family leave laws • 11 paid holidays • Community and social events to keep you connected and engaged
Responsibilities
• Registration, Billing & Reporting • Operate our event registration and app platforms day to day, and create, apply, and track discount code series. • Track registration, invoice -sent, and payment-due dates and status, and coordinate with the billing team to keep event registration and billing records accurate and current. Finance maintains billing ownership and invoice approval. • Manage vendors day to day by logging platform issues and vendor responses and join monthly vendor and partner status meetings. • Prepare standard reporting packages for each event and partner program, including partner event reporting for the Partnerships team. • Event Planning & Execution • Support Ngage, national conferences, regional events, and field marketing and partner-contracted events by owning defined tasks under the direction of the event lead. • Maintain project schedules, run status meetings, and send summaries and action items for events, vendors, and partners. • Coordinate with Field Marketing on events and handle logistics, including shipping, swag ordering, and exhibit check-in. • Provide on-site and overflow support across the portfolio, especially in February-March and September-October, including occasional nights and weekends. • Partner Marketing & Process • Maintain the partner calendar, prospectus tracker, and schedule of partner marketing opportunities. • Share industry, partner, and vendor trends and new features with the team. • Document processes, vendor setups, and playbooks, and keep them current as processes change.
Benefits
• Medical, Dental and Vision insurance • Company-paid Group Life Insurance, Short- and Long-Term Disability • Flexible Spending Account & Health Savings Account • Aflac Benefits – Critical Illness, Cancer Protection, & Hospital Choice • Pet Insurance • 401 (k) with company match with eligibility on Day 1 of employment • 2 Paid Volunteer Time Off Days • And much more! • Part-Time and Contractor positions are not eligible for company benefits, including paid time off, health insurance, and other employee benefit programs. Full-time temporary employees are eligible for certain group benefits after a waiting period; specific eligibility timing will be provided at the time of offer. • AAP/EEO Statement
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