Events Coordinator

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VAST Data

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Meet the data platform company for the AI era.

501 - 1000 employees

💰 $83M Series D on 2021-05

📋 Description

• Support the planning and execution of global tradeshows, conferences, and sponsored events, ensuring alignment with corporate and regional strategies. • Assist with all event logistics, including booth design and setup, shipping and freight coordination, vendor management, catering, AV requirements, and onsite operations. • Manage attendee registration processes, invitations, confirmations, and communications for tradeshows and industry events. • Maintain event asset inventory, pre-event materials, and production timelines. • Assist with run-of-show development, speaker prep, and coordination of demos, presentations, and other on-site activities. • Track and manage event budgets, expense reporting, and invoice reconciliation. • Coordinate post-event reporting, including lead capture, attendee metrics, ROI analysis, and lessons learned. • Work cross-functionally with marketing, sales, product, and executive teams to ensure seamless execution and alignment with business objectives. • Maintain event documentation, project trackers, and vendor contracts to ensure efficiency and scalability. • Own the management of VAST’s swag program and new-hire kits, including inventory tracking, reorders, vendor coordination, and fulfillment for events and internal onboarding.

🎯 Requirements

• At least 2–3 years of experience in events coordination, marketing, or related roles (experience with tradeshows preferred). • Strong organizational and project management skills, with exceptional attention to detail. • Ability to manage multiple priorities and timelines in a fast-paced, global environment. • Excellent communication and interpersonal skills; comfortable working with internal teams and external vendors across time zones. • Proactive, resourceful, and solution-oriented, with the ability to anticipate needs and troubleshoot issues. • Experience coordinating shipping, logistics, and vendor relationships. • Proficiency with project management and office tools (Google Suite, Microsoft Office, event platforms) is a plus. • Willingness to travel domestically and occasionally internationally to support on-site event execution (up to 25–30%).

🏖️ Benefits

• Professional development opportunities