National Events Associate

AHEAD

2d•Hybrid

About The Position

The National Events Associate supports the planning, execution, and optimization of AHEAD’s national partner conferences, tradeshows, flagship events, and webinars. This role serves as a day-to-day owner for assigned Tier 1 and Tier 2 partner conferences and strategic industry events—ensuring seamless logistics, strong partner alignment, and high-impact brand presence. In addition to partner events, this role contributes to AHEAD-hosted summits and virtual experiences by managing timelines, vendor coordination, registration workflows, and on-site execution. The ideal candidate is highly organized, detail-oriented, and comfortable working cross-functionally to translate go-to-market priorities into high-quality event experiences that drive brand visibility, partner engagement, and pipeline outcomes.

Requirements

Bachelor’s degree in Event Management, Marketing, Communications, Business, or related field; or equivalent experience.
3-4+ years of experience in event coordination, field marketing, or event operations, preferably in B2B, technology, or IT services.
Strong ability to manage multiple events simultaneously with attention to detail across logistics, timelines, A/V, and registration.
Highly organized with the ability to manage priorities, deadlines, and dependencies across concurrent initiatives.
Excellent interpersonal and partner-facing communication skills.
Understanding of event budgets, invoicing, and cost tracking.
Proficiency in Microsoft Office and familiarity with event management and marketing tools.
Ability to track KPIs, analyze performance, and support post-event reporting.
Effective cross-functional partner with Sales, Marketing, Alliances, and Finance teams.
Proactive, detail-oriented, and comfortable in a fast-paced, deadline-driven environment.
Willingness and ability to travel 30-35%, including evenings and weekends during peak event seasons.
Ability to perform essential job functions in compliance with ADA, FMLA, and applicable regulations.
Ability to maintain regular attendance and meet productivity standards.
Ability to lift and transport event materials (typically up to 25–50 lbs) and remain active during on-site event execution (standing, walking, bending, etc.).

Nice To Haves

Experience supporting partner conferences, tradeshows, or large-scale industry events.
Familiarity with MDF processes, partner portals, and proof-of-performance requirements.
Experience with webinar and virtual event platforms.
Exposure to CRM and marketing automation tools (e.g., Salesforce, Marketo).

Responsibilities

Serve as primary day-to-day owner for assigned partner conferences and tradeshows, including Tier 1 and Tier 2 partner events and key industry conferences.
Manage end-to-end event logistics, including booth space coordination, housing blocks, registration processes, shipping, and on-site execution.
Own execution of sponsorship deliverables, including booth presence, signage, demos, theater sessions, speaking opportunities, and ancillary events.
Build and maintain detailed project plans and run-of-show documents, ensuring all milestones, deadlines, and owners are clearly defined and tracked.
Partner closely with Field Marketing, Partner Marketing, and Sales to align on target accounts, personas, meeting strategies, and partner priorities.
Support and execute pre-event, at-event, and post-event engagement strategies, including invitation management, meeting scheduling, and follow-up motions.
Coordinate with partners, vendors, and internal stakeholders to ensure all materials, agendas, and deliverables are completed on time and at a high standard.
Capture and maintain all event documentation, including attendee lists, proof-of-performance, invoices, and post-event recaps.
Partner with MDF and Finance teams to ensure timely submission of required documentation for reimbursement and ROI tracking.
Provide on-site support as a key point of contact for partners, vendors, internal stakeholders, and attendees.
Analyze feedback and performance data to identify opportunities for improvement and enhance future event execution.
Support planning and execution of AHEAD-hosted national summits and customer/partner events.
Assist with venue selection, room blocks, catering, audiovisual, and overall event experience design.
Maintain timelines, budgets, and run-of-show documentation in partnership with the Sr. Manager, National Events.
Coordinate with speakers, sponsors, and internal stakeholders to ensure readiness of content, materials, and logistics.
Support VIP and executive experiences, including private dinners, briefings, and curated sessions.
Assist in planning and execution of webinars and virtual events, including scheduling, speaker coordination, and platform setup.
Manage registration processes, promotional coordination, and attendee communications.
Ensure all content (slides, demos, scripts) is prepared and quality-checked in advance.
Track registrations, attendance, and engagement metrics; compile post-event summaries and insights.
Manage inventory and ordering of branded merchandise for events, ensuring quality control and timely delivery.
Coordinate with suppliers and internal teams on merchandise needs and budgets.
Oversee shipping and on-site distribution of event materials and giveaways.
Maintain organized event documentation, including timelines, budgets, contracts, invoices, and attendee data.
Update and manage event tracking tools (e.g., Monday.com, Salesforce, or similar platforms).
Participate in team meetings and proactively identify risks, dependencies, and process improvements.
Capture feedback and best practices to support continuous improvement and development of event playbooks.