Event Operations Coordinator

Event Operations Coordinator

Location: Omaha, NE (Hybrid: Tuesday-Thursday onsite)

Duration: 6-Month Assignment (Potential for extension)

Hours: 30-40 hours/week (Occasional overtime required for major events)

We are seeking a detail-oriented Event Operations Coordinator to join our events team for a 6-month contract. In this role, you will serve as the operational backbone for a diverse portfolio of corporate conferences, summits, executive meetings, and advisor events.

Working directly alongside a collaborative team of four and reporting to the VP of Events, you will take ownership of event technology setup, attendee management, platform workflows, and key administrative logistics. This role focuses on project tracking, systems management, and execution support rather than creative event production.

• Build & Maintain Cvent Hubs: Build, design, and manage event registration websites, attendee portals, and post-event survey forms using Cvent.
• Attendee Communications: Manage invite lists, send confirmation emails, track RSVPs, and generate clean, accurate attendance reporting.

• System Administration: Utilize Asana to maintain project timelines, operational checklists, meeting agendas, and team deliverables.
• Speaker Logistics: Manage speaker tracking databases, organize presentation slide decks, and ensure all session assets are collected on schedule.

• Shipping & Inventory: Lead operational prep, including packing, labeling, shipping, and tracking event materials, signage, and collateral.
• Vendor & Venue Coordination: Assist with hotel room blocks, venue logistics, room setups, catering arrangements, and audio/visual (AV) requirements.
• Financial Tracking: Maintain invoice records, process purchase orders, assist with budget documentation, and help reconcile post-event expenses.

Qualifications

• Experience: 3+ years of hands-on operational and administrative experience supporting corporate events, conferences, or large-scale meetings.
• Event Software Expertise: Demonstrated proficiency with Cvent (or comparable event management software such as Splash, Bizzabo, or Eventbrite).
• Project Management Tools: Strong experience utilizing Asana (or similar tools like Trello, Monday.com, or Smartsheet) for daily task tracking and team workflows.
• Software Tools: Intermediate-to-advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.
• Key Skills: High attention to detail, strong problem-solving skills, and a process-driven approach to tracking deliverables.
• Travel & Location: Ability to work onsite in Omaha, NE, Tuesday through Thursday, with flexibility to travel occasionally to support onsite event operations as needed.