Event Coordinator

Energy Trust of Oregon•Portland, OR

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 logistics for external events and Energy Trust-hosted workshops, coordinating event requests, materials, vendors, internal marketing and field staff, and event outcome tracking. The position reports to the Marketing Lead—Energy Programs and has no supervisory responsibilities. The role includes reviewing and tracking event requests and deadlines; communicating with organizers; arranging booth plans, materials, signage and shipping; coordinating sponsorship deliverables and staff coverage; supporting budgets, invoices and purchase orders; assisting with on-site setup and event staffing as needed; and completing post-event reconciliation, feedback collection and evaluation reports. The position may require periodic travel to events in Portland or elsewhere in Oregon, including occasional weekend events, and quarterly minimum reporting to the Portland office for all-staff and other in-person meetings. Energy Trust offers remote, hybrid and in-office work options and is open to candidates living throughout Oregon and Washington.

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.
Willingness and ability to travel up to 20% of the time to support key events on-site, including occasional weekend events.
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 with a customer service orientation toward internal teams and vendors.

Nice To Haves

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

Responsibilities

Review event requests and secure approvals from appropriate marketing managers.
Enter required information in the Asana event tracker and track event deadlines.
Serve as the main point of contact for event organizers.
Help organize booth layout plans and secure required 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, before deadlines.
Help assemble 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.
Handle final bill reconciliations and collect attendee feedback.
Write evaluation reports and compile post-event data for marketing, outreach and program staff as needed.
Perform other job-related duties as assigned.
Perform all job functions in a safe manner.

Benefits

Health, dental and vision insurance.
Employer-sponsored and 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 FSA/HSA accounts.
Generous 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.