Events Coordinator

• Coordinate end-to-end logistics for Pavilion events, including venue sourcing, contracting, and scheduling
• Manage the operational workflow for recurring events, including creation of event pages, attendee tracking, and communication timelines
• Oversee menu planning, seating arrangements, and dietary accommodations in collaboration with venues
• Ensure all event details are accurately documented in Pavilion’s systems (HubSpot, Hivebrite, Make, Slack automations, etc.)
• Support sponsor deliverables, including brand visibility, attendee introductions, and post-event reporting
• Manage attendee outreach and communication cycles — including invitations, acceptances, reminders, and post-event follow-ups
• Coordinate prep calls, email campaigns, and host communications to ensure alignment across all stakeholders
• Maintain professionalism and attention to detail in all external correspondence, ensuring every event reflects Pavilion’s tone and quality standards
• Update attendance, no-show, and feedback data in internal systems
• Send attendee recap and survey communications
• Track and report on event metrics, budget adherence, and sponsor fulfillment outcomes
• Identify and recommend process improvements to increase efficiency as event volume scales

• 1–3 years of experience in event coordination, project management, or operations (B2B or membership/community-based experience preferred)
• Proven ability to manage multiple projects simultaneously with precision and consistency
• Strong organizational and time-management skills
• Excellent communication and relationship management abilities
• Familiarity with CRM and event management tools (e.g., HubSpot, Hivebrite, Asana, Make, Slack automations)
• Ability to work cross-functionally in a fast-moving, global, and remote environment
• Bachelor’s degree or equivalent experience preferred

B2B or membership/community-based experience preferred

benefits