Events Operations Coordinator

Our client is looking for a reliable Freelance Events & Operations Coordinator to help us manage our event logistics through January 2027.

In short, we need someone who knows Cvent inside and out, loves keeping data organized, and can smoothly handle everything from hotel room blocks to speaker details. You’ll be working remotely, owning the backend logistics, and making sure our attendee data stays accurate.

Cvent & Registration

• Manage Cvent: Take care of session entries, speaker details, and building out the event mobile app.
• Keep Us Moving: Handle day-to-day registration updates like refunds, name swaps, and general customer service questions
• Emails & Reports: Send out attendee emails through Cvent and share weekly registration reports with our internal team.
• Find Efficiencies: Look into new Cvent features—especially any AI tools—that could help streamline our current process.

Housing & Travel

• Manage Room Blocks: Keep hotel lists accurate, set up the staff booking process in Passkey
• Internal Travel: Help create travel links for internal staff attending trade shows
• Double-Check Dates: Audit hotel lists against Navan travel data to make sure all check-in and check-out dates match up perfectly.

Sourcing & Swag

• Client Dinners: Assist with venue sourcing for our client dinners during events
• Merch: Handle miscellaneous swag orders and manage shipping for trade show shirts for staff attending

What We’re Looking For

• Strong Cvent Experience: You genuinely know your way around Cvent, Passkey, Registration, and the App Builder.
• Highly Organized: You naturally catch the small details, like mismatched dates or typos in a spreadsheet.
• Good Communicator: You write clear, friendly emails to speakers and attendees who need help with their registration.
• Independent: You’re used to freelancing, managing your own time, and collaborating easily with a remote team.

Equal Employment Opportunity (EEO) Statement:

Our client is an equal opportunity employer and complies with all applicable federal, state, and local employment laws. They are committed to creating an inclusive environment and do not discriminate based on age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender identity, disability, veteran status, or any other protected status.