Event Coordinator

MirrorWeb•Austin, TX

11d•Hybrid

About The Position

This is a junior, execution-focused role where strategy and playbooks are provided. The primary responsibility is to ensure that all planned activities occur precisely and on time. The success of this role is measured by sourced and influenced pipeline, which is co-owned with the marketing team. The company, MirrorWeb, is a rapidly growing AI-native communications supervision company that provides a modern, intelligent system for regulated businesses, working with sophisticated financial services organizations. The market opportunity is significant, and the company is in an accelerating phase of growth.

Requirements

0–2 years of experience in B2B marketing, event coordination, program support, or a closely related field. Strong internship or project experience counts.
Exceptional organizational ability and a maniacal attention to detail.
A bias for action and ownership; proactive follow-through and communication.
Basic HubSpot familiarity or a fast-learning mindset.
Comfortable with AI tools, or excited to become so.
Clear communicator: written and verbal.
Must be comfortable with 10–20% travel to industry events and regional activations.

Nice To Haves

Prior exposure to financial services, compliance, or regulated-industry brands.
HubSpot certification or demonstrated experience managing contact lists and simple automations.
Experience using AI tools for marketing workflows (Claude, ChatGPT, Notion AI, etc.).
Background in event production, hospitality, or B2B conference coordination.

Responsibilities

Execute the end-to-end logistics for the full event calendar, including booth scheduling, vendor coordination, travel and hotel blocks, swag and gifting, dinner reservations, car services, and on-site setup.
Serve as the primary point of contact for venues, vendors, and logistics partners.
Build and maintain event runbooks and pre-event checklists.
Own post-event wrap-up, including attendee lists, asset returns, and readouts to the team.
Run the field and events layer of the Compliance Consultants Program, managing scheduling, invitations, venue coordination, run-of-show, and follow-up logistics.
Coordinate the virtual roundtable and webinar program end-to-end, including scheduling, speaker management, platform setup, show flow management, run-of-show documents, recording, and follow-up distribution.
Own the logistics calendar to ensure the team is aware of all in-flight activities.
Co-own a sourced and influenced pipeline number tied to the field and events motion.
Build and manage pre-event outreach and post-event follow-up sequences in HubSpot, collaborating with content, BDR, Sales, and CSM teams.
Maintain event and program contact lists with accurate tagging and segmentation.
Deliver a clean post-event readout after every activation, including attendee list, MQLs generated, opportunities influenced, pipeline sourced, and spend vs. budget.
Partner with the marketing team and RevOps on attribution to ensure clear revenue linkage for all events.
Track event-level spend against budget in real time, flag overruns, process vendor invoices, and maintain clean records for ELT reporting.
Utilize AI tools (Claude and purpose-built workflows) as a productivity layer for tasks such as event brief preparation, attendee research, post-event readouts, and program communications.