Events Coordinator 2

Aquent is partnering with a leading technology company that is at the forefront of shaping the digital landscape, connecting billions worldwide and driving innovation across industries. This is an unparalleled opportunity to join a pivotal operational team within an organization renowned for its groundbreaking products and services. You will play a crucial role in executing high-profile client hospitality and sponsorship agreements, directly contributing to enhanced customer and employee engagement, executive communications, and overall operational excellence. Your expertise will drive the success of key initiatives, ensuring seamless event planning, meticulous budget management, and precise ticket distribution, making a tangible difference in how this company connects with its valued partners and stakeholders. This dynamic position is at the heart of executing client hospitality and sponsorship agreements, offering a unique chance to make a significant impact from day one. You will be instrumental in blending program management, event coordination, strategic stakeholder communication, precise ticket distribution, diligent budget tracking, and insightful performance reporting. As the central coordinator, you will collaborate closely with internal teams, external agencies, vendors, and ticketing partners, ensuring all sponsorship assets and hospitality events are meticulously planned, flawlessly delivered, accurately tracked, and comprehensively reported. Your contributions will directly elevate brand presence, strengthen key relationships, and ensure the successful execution of high-visibility programs.

Responsibilities

Translate overarching marketing and business objectives into clear, actionable sponsorship, hospitality, and event execution plans; Develop and manage detailed project plans, timelines, scopes, logistics, stakeholder communications, and execution schedules for various initiatives; Coordinate hospitality ticket distribution at scale, including inventory management, allocation list creation, recipient tracking, delivery timeline adherence, managing substitutions, and handling last-minute changes; Oversee and manage pre-event, on-site (or virtual), and post-event activities in close collaboration with internal teams and external partners; Cultivate strong partnerships with agencies, vendors, and ticketing partners to effectively execute event plans, manage assets, implement tactics, and deliver on project requirements; Prepare, manage, and diligently track event budgets, ensuring financial accuracy and adherence to allocations; Maintain accurate sponsorship, event, ticketing, and attendee data within reporting systems; Track performance rigorously against defined goals, Key Performance Indicators (KPIs), and success metrics; Prepare comprehensive post-event reports and stakeholder readouts, providing clear insights into outcomes; Maintain regular and transparent communication with internal teams, clients, guests, and vendors to ensure alignment and facilitate timely decision-making; Ensure all sponsorship activations, events, and ticket distribution activities strictly comply with company standards, privacy requirements, internal approval processes, and applicable regulations

Requirements

3+ years of experience creating and managing event or program budgets; 3+ years of experience managing multiple projects and priorities in a fast-paced environment; 3+ years of experience interpreting data, building reports, and presenting insights or performance readouts; 3+ years of experience in public relations, communications, marketing, events, sponsorships, or a related field; Demonstrated experience coordinating client hospitality programs, sponsorship activations, events, or ticket distribution programs; Proficiency in using ticketing platforms, tracking systems, spreadsheets, or other tools to manage inventory, attendee data, and reporting; Experience working effectively with external agencies, vendors, ticketing partners, and cross-functional internal teams; Strong project management skills, including the ability to develop comprehensive plans, define scopes, create schedules, and manage execution timelines; Excellent interpersonal, communication, and relationship-building skills; Strong organizational skills and meticulous attention to detail; Ability to proactively resolve time-sensitive issues, including duplicate requests, substitutions, access challenges, and last-minute changes; A solid understanding of compliance, approval, privacy, and record-keeping requirements related to client hospitality and ticket distribution

Benefits

subsidized health, vision, and dental plans; paid sick leave; retirement plans with a match; flexible work options