Event Coordinator

Energy Trust of Oregon•Portland, OR

5d•$62,500 - $90,000

About The Position

The Event Coordinator supports Energy Trust of Oregon’s presence at trade shows, industry conferences and community events across Oregon. The role manages day-to-day operations and logistics for external events and Energy Trust-hosted workshops, including event requests, event assets and shipping, organizer and vendor communications, invoices, internal coordination and tracking event outcomes. The position reports to the Marketing Lead—Energy Programs and has no supervisory responsibilities. The role may be performed remotely, in a hybrid arrangement or from the Portland office. The employee must report to the Portland office at least quarterly for staff and other in-person meetings and may periodically travel to events in Portland or elsewhere in Oregon to support on-site logistics. Travel may include occasional weekend events. Energy Trust of Oregon is an independent nonprofit focused on energy efficiency and renewable energy development. The organization serves utility customers in Oregon and southwest Washington and emphasizes diversity, equity and inclusion in its workplace and services.

Requirements

Bachelor’s degree in marketing, hospitality/event management, business administration, public relations or a related field, or equivalent professional experience.
Two years of experience in a professional work environment, or an equivalent combination of relevant internships or student organization leadership.
Experience using Microsoft Office Suite.
Outstanding organizational skills and ability to track multiple deadlines and deliverables at once.
Experience proactively communicating and coordinating logistics with multiple internal and external teams and vendors.
Strong written and verbal communication skills and a customer-service orientation toward internal teams and vendors.
Willingness and ability to travel up to 20% of the time to support key events on-site, including occasional weekend events.

Nice To Haves

Familiarity with Asana or other project management tools, such as Basecamp.
Spanish language fluency.

Responsibilities

Review event requests and obtain approvals from appropriate marketing managers.
Ensure required event information is entered in Energy Trust’s Asana event tracker and track event deadlines.
Serve as the primary contact for event organizers.
Help plan booth layouts and secure necessary materials and signage as needed.
Order and ship event materials.
Ensure staff coverage at events and develop attendance schedules or run-of-shows when needed.
Track sponsorship deliverables, including submission of company logos, headshots and creative materials to event organizers by deadlines.
Help prepare and distribute staff briefing documents covering booth schedules, branded attire and lead-capture protocols as needed.
Log and submit vendor invoices to accounts payable, assist with purchase orders and maintain event-budget expense records.
Help set up and staff booths at larger community events as needed.
Assist with booth teardown and breakdown.
Reconcile final bills and collect attendee feedback.
Write event evaluation reports.
Collect and compile post-event data for marketing, outreach and program staff as needed.
Perform other job-related duties as assigned and perform all job functions safely.

Benefits

Health, dental and vision insurance.
Employer-sponsored, paid life and disability insurance.
401(k) with a company contribution of 6% of salary after 90 days of employment.
TriMet pass.
Access to health and dependent flexible spending and health savings accounts.
Paid vacation, holidays and sick days.
Paid volunteer hours.
Employee assistance program.
Career advancement opportunities.
Flexibility to work from home and/or an office space at the Portland, Oregon location.
Work-from-home laptop provided.