Events Coordinator - North America and LATAM

Responsibilities

• Assist in coordinating with the events in the United States and Latin America.
• Planning 
• Promotion 
• Vendor Coordination
• Execution and delivery of tasks
• Assist in completing event documents (planning and presentation materials)
• Facilitating payment coordination between the Sales, BD, and Partners.
• Process invoices from vendors and partners. 
• Process sending invoices to partners. 
• Process consumable/giveaway order payments.
• Conduct research and locate suitable vendors and materials required for events.
• Gather event details and select package options. 
• Collect vendor information for giveaways, demo materials, and other event supplies.
• Process orders related to events. 
• 25-50% Travel-ready on an as-needed basis.
• Assist the team at events assigned by the events director.
• Ensure all event-related documents and folders are correctly organized and kept in order. This involves regular housekeeping tasks to ensure everything is up to date and in the right place.

What you’ll be doing

Event Coordination:

• Provide end-to-end coordination for events in the United States and Latin America, ensuring all stages are executed seamlessly.
• Collaborate on event planning, including setting objectives, budgets, timelines, and logistics.
• Oversee the execution of planned events, ensuring all elements come together effectively on the event day.
• Manage on-site operations, ensuring vendors, staff, and schedules align with plans.
• Collect and analyze post-event data to evaluate success, measure ROI, and identify areas for improvement.
• Prepare detailed reports and documentation of event outcomes for internal review.

Vendor and Partner Management:

• Coordinate with vendors to secure necessary materials, services, and logistics for events.
• Process vendor invoices and ensure timely payment in collaboration with the Sales, BD, and Partners
• Handle payments for consumables, giveaways, and other event-related orders.
• Research and identify suitable vendors for specific event needs, including giveaways, demo materials, and other supplies.

Event Documentation and Administration:

• Prepare and update event documents, such as planning materials, presentations, and reports.
• Ensure event-related folders and documents are well-organized, up-to-date, and properly stored for easy access.

Task Execution:

• Manage the execution and delivery of assigned tasks, ensuring high-quality outcomes.
• Gather event-specific details to choose appropriate packages and service options for optimal results.
• Process all orders related to event requirements, including materials and supplies.

On-Site Event Support:

• Assist at events as directed by the Events Director, ensuring a seamless experience for attendees and partners.
• Travel to event locations (25–50% travel readiness required) to oversee and support event logistics as needed.

Financial Coordination:

• Facilitate coordination between Sales, BD, and Partners for event payment-related tasks.
• Oversee the sending and tracking of invoices to partners and ensure the timely resolution of payment issues.

Housekeeping and Maintenance:

• Perform regular housekeeping tasks to ensure all event-related files, folders, and documents are systematically maintained and accessible.

What we’re looking for

• 3+ years in event coordination or management, preferably with international event experience. 

• Proven ability to manage end-to-end event processes (planning, promotion, execution, evaluation).
• Experience coordinating both in-person and hybrid events is a plus.

• Strong track record of managing vendor relationships and contracts.

• Proficient in managing documentation, including budgets, reports, and event planning materials.
• Experience working cross-functionally with Sales, Marketing, Accounting teams.

• Familiarity with processing and tracking invoices and payments.
• Excellent written and verbal communication skills (English required; Spanish/Portuguese a plus).

• Proficient with Microsoft Office/Google Workspace.
• Experience with event/project management software (e.g., Trello, Asana, Eventbrite, Cvent).
• Willing and able to travel 25–50% of the time, often on short notice.
• Calm under pressure, especially in live event settings.
• Proactive, solutions-oriented, and detail-obsessed.
• Cross-cultural communication sensitivity and diplomacy.
• Organized and systematic..
  
  
  

Will be a plus

• Familiarity with event landscapes in Latin America (e.g., cultural considerations, vendor ecosystems, regulations).
• Language skills: Spanish and/or Portuguese proficiency for better vendor and partner communication.

• Experience in event promotion, especially via digital marketing (email campaigns, social media, paid ads).
  Familiarity with tools like HubSpot, Mailchimp, Canva, or other promotional platforms.
• Ability to collect and analyze post-event data to assess performance.
• Skilled in creating visually appealing presentation decks (PowerPoint, Keynote, Google Slides).
• Basic graphic design experience (e.g., Photoshop, Canva) for creating simple event assets or giveaways.

• Experience using event management platforms such as Cvent, Splash, Bizzabo, Eventbrite.
• Familiarity with virtual/hybrid event tools like Zoom Events, Hopin, Whova, etc.
• Familiarity with international shipping/logistics (e.g., customs, shipping demo materials).
  
  

What we offer

• Competitive compensation  
• Paid time off 
• Flexible working hours
• On-site work in our brand-new comfortable office
• Employer-sponsored health coverage
• Working with top industry experts in our international team

Hybrid or Remote

US

The role is primarily designed as a hybrid, with office locations in Portland, OR, Walnut Creek, CA, and Burbank, CA. We will also consider 100% remote. Ideally, the position includes some in-office time.