Events Specialist

What makes this job meaningful?

At Amazing Life, we believe the world’s greatest mission, the Church, deserves the world’s greatest tools. Everything we do flows from that calling, and our events serve as a powerful vehicle for this mission. They create spaces where partners can experience these tools firsthand, connect with transformative resources, and engage with thought-leadership that fuels greater kingdom impact for the Next Generation.

Job Overview

The Event Specialist is responsible for overseeing logistical planning and execution across all Amazing Life events. This role ensures that attendees, staff, volunteers, partners, and vendors experience well-coordinated, on-brand, and operationally sound events from start to finish. The Event Specialist drives planning, communication, and on-site execution while supporting long-term event strategy and continuous improvement.

Responsibilities

Budget and Contracts

• Support, track, and help finalize event budgets.
• Negotiate and execute hotel contracts for staff, speakers, and attendee room blocks.
• Secure travel discounts with airlines, car rental companies, hotels, and local vendors
  
  

Event Logistics and Operations

• Serve as the primary point of contact for all venue logistics.
• Negotiate, hire, and manage contractors needed for event execution.
• Lead onsite vendors, contractors, and thirdparty partners.
• Plan and coordinate transportation and logistics for event assets.
• Design and manage all room setups.
• Oversee F&B planning and execution for attendees, staff, and contractors.
• Plan and manage event signage (design coordination, hardware, placement).
  
  

Attendee Experience and Event Systems

• Review attendee communications for clarity and accuracy.
• Support event platform setup and execution for inperson and digital events.
• Create and distribute forms in Monday.com.
• Create and analyze postevent attendee and staff surveys.
  
  

Travel and Hospitality

• Manage staff travel logistics for external events (flights, rental cars, hotels) and distribute itineraries.
• Plan and execute special hospitality experiences, including VIP events, evening activities, and steak dinners..
  
  

Sponsorship and Partner Support

• Support the Sponsorship Sales Manager with packing lists, materials preparation, and transportation for external events.
• Collaborate with partners to ensure successful onsite execution and representation.
  
  

Digital Event Support

• Manage hotel needs for digital event staff and speakers when applicable.
  
  

Plan, schedule, and oversee chat moderation coverage.

• Create training resources and FAQs for moderators; train and support the team.
• Develop and analyze digital postevent attendee surveys.
• Assist with general digital event planning and execution.
  
  

Future Event Planning

• Support Helms Briscoe with distributing RFPs and sourcing hotels for upcoming conferences.
• Participate in earlystage ideation and planning for future event strategy and improvements.
  
  

Requirements and Qualifications:

• 2 years of experience in event management, event operations, or largescale logistics coordination.
• Ability to negotiate contracts with hotels, venues, and vendors.
• Strong organizational and project management skills with the ability to manage multiple events simultaneously.
• Excellent communication skills and high attention to detail.
• Experience coordinating travel logistics and working with event platforms or project management tools (e.g., Monday.com).
• Ability to lead volunteers, contractors, and onsite teams with confidence and professionalism.
• Ability to stay adaptable, resourceful, and calm under pressure during live events.
• Someone who is highly organized and efficient, with the ability to bring fresh, creative ideas to the table.
  
  

Reporting:

This role reports to the Manager of Events and Conferences