Event Coordinator
Job Summary:
The company is looking for a detail-oriented and highly organized Event Coordinator to join our Field Marketing team. The Event Coordinator will be responsible for supporting the execution of company’s events program by managing project coordination, calendar and budget tracking, customer program administration, and content support across a portfolio of field and virtual events. This role is embedded in a US-based events team and operates in a remote, async-first environment. The Event Coordinator reports to the Senior Manager, Field Marketing.
Essential Duties/Responsibilities:
• Own and execute assigned project tasks in Asana that support upcoming events — including email requests, social posts, internal communications, and asset requests — tracking progress and keeping deliverables on time.
• Build and templatize repeatable Asana workflows to improve team efficiency and consistency across the events portfolio.
• Follow up with cross-functional teammates including marketing, design, and content to keep tasks and deliverables moving.
• Maintain the master events calendar, keeping dates, venues, registration links, and key milestones current and accurate.
• Proactively flag scheduling conflicts, approaching deadlines, and calendar gaps to the events team.
• Update the monthly budget vs. actuals tracker as invoices and expenses are received; flag variances to the events manager and follow up with vendors or finance to collect missing documentation.
• Track registration deadlines, hotel cutoffs, sponsor deliverable dates, and other time-sensitive milestones across the events portfolio; surface alerts to the team with sufficient lead time.
• Support program management of customer programs including setup, billing, and tracking to ensure accurate administration and on-time execution.
• Draft event-related social media copy — including pre-event promotion, day-of posts, and post-event recaps — for US team review and approval; schedule approved posts upon sign-off.
• Draft attendee reminder emails and internal communications for US team review, including travel logistics, app reminders, and post-event feedback requests.
• Responsible for managing and authorizing expenditure strictly within the approved budget allocation and within the designated per-project or campaign spending limits.
Required Skills/Abilities:
• Strong organizational skills with a proactive approach to tracking, follow-up, and deadline management.
• Proficiency in Microsoft Excel or Google Sheets for budget tracking and data management.
• Clear and confident written communication skills in English, including the ability to draft copy and communications for external and internal audiences.
• Ability to work independently in a remote, async-first environment with a US-based team, including availability during US Central morning hours for live check-ins.
• High attention to detail and the ability to manage multiple projects simultaneously without letting things fall through the cracks.
• Proficiency with Microsoft Office Suite or related software.
Required Education and Experience:
• Bachelor’s degree in Marketing, Business, Communications, or a related field.
• One to two (1–2) years of experience in events, marketing coordination, or project support; internship experience will be considered.
Preferred Education and Experience:
• Experience with project management tools such as Asana.
• Familiarity with social media scheduling tools and Canva or similar design platforms.
• Experience supporting events or marketing programs in a B2B SaaS environment.
Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.
