Event Operations Coordinator

Filevine•Chicago, IL

1d•Hybrid

About The Position

The Event Operations Coordinator is the engine behind every field event Filevine runs. This role is responsible for ensuring the right people attend events and that all logistical details are prepared. It is a high-ownership, detail-driven position that combines outreach, operations, and vendor coordination. The coordinator will collaborate with the Sr. Manager of Field Marketing to identify and secure the ideal attendee mix for each event, and then execute all pre-event activities, including registration, website management, campaign execution, communications, and vendor follow-up. While not on-site, this role is crucial for the success of the on-site event experience.

Requirements

Highly organized with strong attention to detail.
Proven ability to run multi-touch outreach campaigns that drive real response rates.
Experience with Cvent, Salesforce, and marketing operations fundamentals (UTMs, landing pages, campaign tracking).
Comfortable managing vendor relationships and holding external partners accountable to timelines.
Strong written and oral communicator.
Self-directed and proactive.
Ability to thrive in a fast-paced environment managing multiple events simultaneously.

Nice To Haves

Prior experience in event coordination, marketing operations, or inside sales outreach preferred.

Responsibilities

Partner with Sales Operations and the Field Marketing Manager to build targeted invite lists with the right mix of customers, in-pipe prospects, and net-new leads for each event.
Drive RSVPs and ticket confirmations through structured email cadences and direct outreach to meet attendance goals.
Maintain minimum registration and attendance rates, focusing on quality of attendees.
Execute multi-touch outreach campaigns (email, phone, etc.) to drive RSVPs against event-specific targets.
Manage registration lists and ensure accurate, up-to-date attendee records.
Coordinate with Sales to ensure reps actively support outreach efforts for their accounts and prospects.
Own pre-event operational details, including ensuring attendee travel is booked and acting as a liaison between attendees and the travel agency.
Build and maintain event websites where applicable.
Create and manage registration pages in Cvent.
Build Salesforce campaigns for every event and ensure proper tracking.
Create and deploy all necessary UTMs, web links, and landing pages.
Take ownership of follow-through for contracted vendors (swag, activations, venues, etc.).
Manage day-to-day vendor communication to ensure deliverables are on time and meet expectations.
Track and process vendor invoices to ensure timely payment.
Draft and deploy all transactional attendee communications, including 'Know Before You Go' guides, event updates, logistics changes, and post-event surveys.
Execute post-event email cadences to support conversion efforts.
Ensure all attendee and response data is accurately logged in Salesforce for pipeline tracking.
Secure survey responses and share information with leadership for analysis.