Operations Coordinator
About The Position
Emerald is seeking a detail-oriented and organized Event Operations Coordinator to support the planning and execution of tradeshows and events across Emerald’s portfolio. In this role, you will work closely with Event Operations Managers/Directors, internal teams, and external partners to assist with logistics, documentation, vendor coordination, and onsite execution, contributing to efficient operations and exceptional event experiences. The Event Operations Coordinator supports pre-planning, onsite execution, and post-event wrap-up for multiple events annually. Successful candidates are proactive, adaptable, and comfortable working in fast-paced environments with overlapping deadlines. This role requires strong organizational skills, clear communication, and the ability to maintain a calm, solutions-focused approach when navigating challenges. This position will report to our Alpharetta, GA office.
Requirements
- Experience in event operations, meetings, hospitality, or related fields, with an understanding of event planning principles.
- Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
- Strong written and verbal communication skills.
- Ability to follow direction while independently managing assigned responsibilities.
- Ability to travel up to 40% including extended time on show site for move-in, show execution, and move out.
Nice To Haves
- Smartsheet and A2Z experience a plus.
Responsibilities
- Support Event Operations Managers with pre-show planning activities, timelines, and task coordination for assigned events.
- Assist in preparing agendas, materials, and follow-up items for pre-show and post-show meetings.
- Participate in weekly team meetings and share updates for assigned tasks and flag any issues.
- Assist with post-event operational assessments by collecting feedback, documenting issues, and supporting future planning efforts.
- Assist with tracking event budgets and expenses under the direction of Event Operations Managers/Directors.
- Support the collection and organization of invoices, deposits, and required financial documentation.
- Assist with post‑event reconciliation, auditing, and billing review for vendors and hotels as needed.
- Support vendor coordination by tracking contracts, service orders, schedules, and required paperwork.
- Assist with researching vendors and preparing recommendations for consideration by Operations leadership.
- Collect and manage vendor documentation, including certificates of insurance and required compliance materials.
- Coordinate ancillary vendors as directed, such as first aid, security, cleaning, and staffing support.
- Assist with maintaining exhibitor lists, floorplan updates, and data entry within event management systems.
- Support the preparation and distribution of exhibitor service manuals, forms, and logistical communications.
- Assist with booth approvals, exhibitor questions, and rule clarification under manager guidance.
- Support logistics planning related to signage, collateral, and onsite operational materials.
- Assist with sponsorship fulfillment by collecting logos, assets, and deliverables and tracking completion against requirements.
- Support meeting room logistics, speaker requirements, and conference session needs, including room setups and signage coordination.
- Assist with audio‑visual coordination and on‑site conference support as directed.
- Provide onsite operational support during move‑in, show days, and move‑out under the direction of Event Operations Managers/Directors.
- Assist with exhibitor, sponsor, speaker, and internal team needs onsite, escalating issues as appropriate.
- Support show floor operations by assisting with signage placement, meeting rooms, materials distribution, and logistics coordination.
- Help troubleshoot onsite issues while maintaining a professional, calm, and service‑oriented approach.
- Assist with post‑event documentation, including reconciling orders, organizing final materials, and supporting reporting needs.
- Support the collection of feedback and operational notes to inform continuous improvement and future events.
Benefits
- unlimited vacation for exempt employees
- flexible working locations
- 401(k) plan with a company match
- medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits
- parental and caregiver leave
- dependent, commuter and FSA benefits
- professional development programs like Toastmasters
- mental wellness tools
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
