Events & Marketing Coordinator- B2B

Avetta, LLC•Lehi, UT

3d•$70,000 - $77,000•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 company’s tradeshow and conference program, while also supporting field marketing programs, roundtables, and proprietary events. The coordinator manages operational details such as registrations, exhibitor requirements, booth services, shipping, vendor follow-through, production schedules, onsite readiness, and post-event closeout. The role partners closely with the Global Events Specialist and cross-functional stakeholders to keep work moving, identify risks early, and deliver accurate, polished work on time and within budget. The position may be hybrid for employees within commuting distance of an Avetta office, with three days in the office and two days working from home. Those outside commuting distance may be considered for remote work. Travel of approximately 30% is expected as needed. The salary range is $70,000–$77,000 USD per year. Applications are due by November 6, 2026, at 11:59 PM PST.

Requirements

At least 3 years of experience in event coordination, field marketing, or tradeshow management; B2B experience is preferred.
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 without repeated reminders.
Ability to manage multiple events and shifting priorities in a fast-paced, deadline-driven environment while remaining calm, responsive, and precise.
Comfort using AI-enabled tools, willingness to learn new applications, ability to critically evaluate outputs, protect confidential information, and maintain accuracy.
Proficiency with project management and event platforms such as Wrike, Cvent, Asana, or comparable tools; strong working knowledge of common office and collaboration software.
Clear written and verbal communication skills and ability to coordinate collaboratively with internal stakeholders and external partners.
Resourceful problem-solving, initiative, and judgment about when to resolve details 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 assigned tradeshows and conferences from initial 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 freight, shipping and tracking, storage, material handling, installation and dismantling, and return shipments.
Order and confirm event services such as internet, electrical, furnishings, lead retrieval, and other booth or venue requirements; verify against approved plans and budgets.
Maintain inventories and movement records for booth properties, signage, collateral, swag, and other branded assets.
Develop and maintain timelines, checklists, production schedules, staffing plans, and run-of-show documents, tracking owners, due dates, dependencies, and completion.
Prepare event materials and stakeholders for execution, verifying 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 orders, deadlines, deliverables, and service details in writing; maintain organized 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; identify discrepancies and resolve or escalate them.
Coordinate event-related 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, coordinating materials, systems, and follow-up logistics with relevant teams.
Help ensure event assets and deliverables are accurate, brand-aligned, complete, and available when and where needed.
Maintain event trackers, budgets or expense records as assigned, timelines, project plans, files, and documentation.
Use approved AI-enabled tools and digital platforms where appropriate to support administrative work and improve workflows; review and verify AI-assisted outputs before use.
Follow company guidance for approved tools, data handling, privacy, and confidentiality, and avoid entering sensitive or restricted information into unapproved AI systems.
Learn evolving AI capabilities and event tools, and share practical ways technology can reduce repetitive work without compromising accuracy or service quality.
Identify opportunities to improve templates, checklists, asset tracking, handoffs, and repeatable processes; help document and implement agreed improvements.
Assist with post-event reconciliation, closeout, and documentation, capturing outstanding actions and operational learnings.
Take ownership of day-to-day execution, close loops, and consistently meet commitments.