PLEASE NOTE: This job posting is for an on-site in-office position at our Headquarters, located in Orlando, Florida. Please do not apply if you are unable to reliably commute to and from our offices.
Position Purpose and Objectives
The Events Coordinator is responsible for the end-to-end coordination and execution of XYMOGEN’s live and virtual events, including national and international tradeshows, owned XYMOGEN events, sales meetings, and webinars. This role supports all logistical, operational, and project management aspects of events while ensuring timelines, budgets, and deliverables are met.
The Events Coordinator operates as a key tactical partner to internal stakeholders and vendors, managing multiple projects simultaneously.
Essential Job Functions
- Coordinate all logistical aspects of national, international, and own XYMOGEN events, including trade shows, sales events, corporate meetings, webinars, and virtual events.
- Support planning and execution from concept through post-event wrap up, including timelines, deliverables, on-site support, and reporting.
- Manage event registration, applications, sponsorship materials, vendor onboarding, event documentation, and speaker coordination.
- Assist with on-site event support as needed, including travel, setup, breakdown, and vendor coordination.
- Manage event projects, timelines, tasks, dependencies, and cross-functional workflows and maintain up-to-date project statuses, trackers, checklists, and documentation.
- Coordinate with internal teams (Marketing, Sales, Operations, Finance, Leadership) and external vendors, contractors, venues, and service partners to ensure alignment and on-time execution.
- Track event expenses, process invoices, and reconcile costs against budgets and ensure accurate documentation for finance and reporting purposes.
- Identify risks, flag issues early, and support contingency planning across multiple events.
- Coordinate pre- and post-event communications and support post-event reconciliation, lead handoff, reporting, internal recaps, and compilation of event data, insights, and feedback to support future optimization.
Knowledge, Skills, and Abilities Required
- Strong project management and organizational skills with exceptional attention to detail
- Demonstrated experience using Jira or similar project management platforms
- Ability to manage multiple events and timelines in a fast-paced environment
- Excellent written and verbal communication skills
- Ability to collaborate cross-functionally with internal teams and external partners
- Proactive problem-solver with the ability to adapt to changing priorities
- Comfortable supporting live events, including occasional nights, weekends, and travel
Minimum Qualifications
- 2+ years of experience in event coordination, event planning, project management, or marketing operations
- Experience supporting live, virtual, and/or hybrid events
- Working knowledge of event management software, CRM systems, spreadsheets, and documentation tools
- Basic understanding of budgets, invoicing, and expense tracking
- Bachelor’s degree in Marketing, Communications, Event Management, or related field preferred (or equivalent experience)
Working Conditions
- In-office, full-time role
- Ability to lift, carry, stand, and walk during events for extended periods
- Willingness to work evenings, weekends, and travel as business needs require
