Events & Marketing Coordinator- B2B

Avetta•Houston, TX

2d•Hybrid

About The Position

The Events & Marketing Coordinator is an organized, execution-focused member of Avetta’s Global Events team. The role primarily plans and delivers the operational details of the company’s tradeshow and conference program, while also supporting field marketing programs, roundtables, and proprietary events. The coordinator manages registrations, exhibitor requirements, booth services, shipping, vendor follow-through, production schedules, onsite readiness, and post-event closeout. The role partners with the Global Events Specialist and cross-functional stakeholders to keep work moving, surface risks early, and deliver accurate work on time and within budget. The position coordinates event logistics and vendors, maintains timelines, checklists, inventories, trackers, budgets or expense records, and event documentation, and supports marketing deliverables, lead-capture readiness, and post-event handoffs. It also uses approved AI-enabled tools and digital platforms where appropriate, with human review of outputs and adherence to company guidance on data handling, privacy, and confidentiality. The coordinator helps improve repeatable processes and serves as a dependable execution partner who takes ownership and meets commitments. The role is hybrid, with three days in the office and two days working from home for employees within commuting distance; candidates outside commuting distance may be considered for remote work. Travel of approximately 30% may be required.

Requirements

At least 3 years of experience in event coordination, field marketing, or tradeshow management.
Demonstrated experience coordinating tradeshow logistics, exhibitor requirements, vendors, service orders, shipping, and event deadlines.
Exceptional organizational skills and attention to detail, with a systematic approach to tracking multiple workstreams, dependencies, and deadlines.
Strong follow-through and accountability, including the ability to anticipate needs, catch inconsistencies, maintain accurate records, and close out details.
Ability to manage multiple events and changing priorities in a fast-paced, deadline-driven environment while remaining calm, responsive, and precise.
Comfort using AI-enabled tools, evaluating outputs critically, protecting confidential information, and maintaining accuracy.
Proficiency with project management and event platforms such as Wrike, Cvent, Asana, or comparable tools, and strong working knowledge of common office and collaboration software.
Clear written and verbal communication skills and ability to coordinate with internal stakeholders and external partners.
Resourceful problem-solving, initiative, and sound judgment about when to resolve issues independently or escalate them.
Willingness to travel approximately 30% as needed.

Nice To Haves

Bachelor’s degree in Marketing, Communications, Event Management, or a related field preferred.
Experience in a B2B environment.

Responsibilities

Coordinate the operational lifecycle of assigned tradeshows and conferences, from planning and registration through onsite execution and post-event closeout.
Manage registration deadlines, exhibitor portals, show requirements, forms, badges, service orders, and other event deliverables; track status and escalate risks.
Coordinate booth logistics, including freight, shipping, tracking, storage, material handling, installation and dismantling, and return shipments.
Order and confirm show services such as internet, electrical, furnishings, and lead retrieval, and verify details against approved plans and budgets.
Maintain inventories and movement records for booth properties, signage, collateral, swag, and other branded assets.
Create and maintain timelines, checklists, production schedules, staffing plans, and run-of-show documents, including owners, due dates, dependencies, and status.
Prepare event materials and stakeholders for execution by checking quantities, specifications, shipping addresses, arrival dates, and onsite needs.
Provide onsite support as needed, including travel, setup, troubleshooting, vendor coordination, and issue escalation.
Support field programs, roundtables, and proprietary events as business needs require.
Coordinate day-to-day communication with show organizers, venues, general contractors, shipping providers, and other external partners.
Confirm vendor orders, deadlines, deliverables, and service details in writing, and maintain records of confirmations and changes.
Track contracts, certificates of insurance, invoices, and required event documentation, coordinating completion with internal partners.
Monitor vendor deliverables and event logistics against approved plans, and resolve or escalate discrepancies.
Coordinate event marketing deliverables, including graphics, signage, collateral, swag, booth assets, and other materials, with internal creative and marketing partners.
Keep stakeholders informed about status, deadlines, dependencies, open questions, and changes.
Support lead-capture readiness and post-event handoffs, including coordination of materials, systems, and follow-up logistics.
Help ensure event assets and deliverables are accurate, brand-aligned, complete, and available as needed.
Maintain event trackers, budgets or expense records as assigned, timelines, project plans, files, and documentation.
Use approved AI-enabled tools and digital platforms as appropriate to support administrative work and improve workflows; verify AI-assisted outputs and follow guidance on data handling, privacy, and confidentiality.
Identify opportunities to improve templates, checklists, asset tracking, handoffs, and other repeatable processes, and help document and implement agreed improvements.
Assist with post-event reconciliation, closeout, documentation, outstanding actions, and operational learnings.
Take ownership of day-to-day execution, close loops, and consistently meet commitments.