Client Experience & Event Specialist

Archwest Capital, LLC; Irvine (CA); On-site; USD 80,000 - 90,000; Full time

Job summary

Archwest Capital, LLC is seeking a Conference and Trade Show expert to lead planning and execution of hosted events, client experiences, and sponsored industry conferences. The role covers the full lifecycle from concept to post‑event follow‑up, budget adherence, vendor coordination, and on‑site management.

Regular travel and occasional evenings/weekends are required. You will develop relationship‑nurturing programs, gifts, loyalty initiatives, and targeted client communications to strengthen

Qualifications

• Bachelor’s degree in marketing, hospitality, communications, business, or a related field.
• 3+ years of experience in event planning, event marketing, hospitality, client experience, or related role.
• Proven success managing in-person events, conferences, trade shows, or client entertainment programs.
• Strong project management, organizational, and communication skills.

Responsibilities

• Plan and execute hosted client events, conferences, trade shows, and other programs from concept through post‑event follow‑up.
• Manage timelines, budgets, guest lists, staffing, vendors, and post‑event reporting.
• Coordinate venue contracts, F&B, A/V, transportation, signage, gifts, and promotional materials.
• Serve as on-site lead for events, ensuring a professional guest experience and smooth operations.
• Develop and coordinate client appreciation, gifting, milestone recognition, and loyalty initiatives.

Skills

Project management

Client relationship management

Event planning

Budget management

Vendor management

Education

Bachelor’s degree in marketing, hospitality, communications, business, or a related field

Tools

Salesforce

Marketing automation platforms

Event registration platforms

Job description

Archwest is searching for a Conference and Trade Show expert!

The Client Experience and Event Specialist is responsible for planning and executing Archwest Capital’s hosted events, client experiences, and participation in sponsored industry conferences. This position manages the full event lifecycle, including planning, adhering to budget, vendor coordination, attendee communications, on‑site execution, and post‑event follow‑up.

The position also supports Archwest’s client experience strategy by developing and coordinating relationship‑nurturing programs such as closing gifts, milestone recognition, holiday gifting, referral initiatives, loyalty programs, and targeted client communications.

The ideal candidate is a highly organized project manager who can manage multiple events and client programs simultaneously, build strong relationships with clients and vendors, and deliver a consistently professional experience that reflects the Archwest brand. This position requires regular travel and occasional evening and weekend work.

Essential Duties and Responsibilities

Event Planning and Execution

• Maintain a comprehensive calendar of hosted client events, dinners, entertainment experiences, sponsored conferences, trade shows, and other company programs.
• Manage events from initial planning through completion, including objectives, project plans, timelines, budgets, guest lists, staffing, vendors, and post‑event follow‑up.
• Coordinate all event logistics, including venue selection, contracts, food and beverage, audiovisual requirements, transportation, accommodations, entertainment, signage, branded materials, gifts, and other event needs.
• Manage Archwest’s participation in sponsored conferences, including sponsorship deliverables, attendee registrations, exhibitor requirements, booth assignments, speaking opportunities, promotional placements, and organizer deadlines.
• Coordinate booth setup, staffing, collateral, promotional items, shipping, storage, and breakdown for conferences and trade shows.
• Develop detailed event schedules and run‑of‑show documents that clearly define timing, responsibilities, vendor requirements, and contingency plans.
• Partner with the Sales team to manage RSVPs, schedule meetings, and coordinate follow‑up activities.
• Prepare and distribute event communications, including invitations, confirmations, reminders, agendas, venue information, travel details, and post‑event messages.
• Serve as the primary on‑site contact for hosted events and sponsored conferences, ensuring that guests, employees, vendors, and event partners have the information and support needed for successful execution.
• Anticipate potential issues, respond quickly to changing circumstances, and resolve logistical or guest‑experience concerns professionally.
• Manage event contracts, deposits, invoices, and expense reconciliation in coordination with Marketing, Finance, and other internal stakeholders.
• Monitor event spending and ensure that programs are executed within approved budgets.
• Conduct post‑event reviews to evaluate attendance, client engagement, opportunities generated, feedback, expenses, and overall effectiveness.
• Maintain event checklists, templates, vendor records, timelines, and documented procedures to improve consistency and efficiency.

Client Experience and Relationship Programs

• Develop and maintain a year‑round calendar of client engagement, appreciation, recognition, and relationship‑nurturing activities.
• Coordinate closing gifts for borrowers, brokers, and other key relationships, ensuring that gifts are appropriate, personalized, approved, and delivered on time.
• Manage client milestone recognition programs, including funding milestones, relationship anniversaries, repeat‑client achievements, and other significant accomplishments.
• Plan and execute seasonal and holiday gifting campaigns, including recipient selection, vendor coordination, personalization, fulfillment, shipping, delivery tracking, and issue resolution.
• Support the development and administration of client referral and loyalty programs in accordance with company policies and applicable requirements.
• Partner with Sales, Closing, Asset Management, and other teams to identify meaningful opportunities to recognize clients and strengthen relationships.
• Develop professional communications for client appreciation, gifting, milestone recognition, referral initiatives, loyalty programs, and events.
• Coordinate personalized outreach based on client history, preferences, relationship milestones, and other relevant information.
• Maintain accurate records of client contact information, preferences, gifting history, event participation, recognition activity, and other relevant engagement details.
• Manage inventories of gifts, promotional items, branded materials, and other client experience resources.
• Gather feedback following events and other important client interactions, identify recurring themes, and share actionable insights with Marketing and company leadership.
• Escalate client concerns or service issues promptly to the appropriate internal team and assist with coordinating a professional response.
• Identify opportunities to improve the consistency, personalization, and overall quality of the Archwest client experience.

Program Management and Collaboration

• Manage multiple projects simultaneously while maintaining accurate timelines, budgets, task lists, approvals, and status updates.
• Build strong working relationships with venues, conference organizers, gifting partners, caterers, production companies, transportation providers, and other vendors.
• Obtain proposals, compare options, confirm scopes of work, and negotiate vendor terms within established approval guidelines.
• Maintain organized records of contracts, invoices, vendor contacts, event specifications, shipping information, and program results.
• Ensure that event materials, communications, gifts, and client touchpoints are accurate, professional, and consistent with Archwest brand standards.
• Provide clear and timely updates to internal stakeholders regarding plans, deadlines, decisions, risks, and required actions.
• Collaborate across departments to deliver a coordinated experience for clients, prospects, referral partners, and event guests.
• Track relevant program metrics, including attendance, engagement, cost, client participation, follow‑up activity, referrals, and opportunities generated.
• Recommend improvements based on program results, client feedback, operational experience, and industry best practices.
• Support other Marketing and client experience initiatives as assigned.

Foster an Inclusive and High-Performance Culture

• Represent Archwest Capital professionally in all interactions with clients, prospects, employees, vendors, and business partners.
• Champion Archwest values and contribute to an inclusive, collaborative, and high-performing workplace.
• Demonstrate sound judgment, discretion, responsiveness, and attention to detail when handling client information and company matters.
• Approach each event and client interaction with a service‑oriented mindset and a commitment to delivering a high‑quality experience.

Qualifications

• Bachelor’s degree in marketing, hospitality, communications, business, or a related field, or an equivalent combination of education and relevant experience.
• Three or more years of experience in event planning, event marketing, hospitality, client experience, customer success, or a related role.
• Demonstrated experience planning and executing in‑person events, conferences, trade shows, dinners, or client entertainment programs.
• Experience managing multiple events or programs with overlapping deadlines and competing priorities.
• Strong project management skills with the ability to develop detailed plans and follow assignments through completion.
• Experience coordinating vendors, reviewing contracts, managing budgets, reconciling invoices, and maintaining accurate records.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Professional presence and the ability to interact confidently with clients, senior executives, vendors, and external partners.
• Strong problem‑solving skills and the ability to remain calm and resourceful when plans change or issues arise.
• Ability to work independently while collaborating effectively across departments.
• Ability to handle confidential or sensitive client and company information with discretion.
• Willingness and ability to travel up to 50 percent across the United States.
• Availability to work occasional evenings, early mornings, and weekends based on event schedules.

Preferred Qualifications

• Experience in private lending, mortgage banking, financial services, real estate, or another business‑to‑business industry.
• Experience managing client gifting, milestone recognition, referral, loyalty, or retention programs.
• Experience working with sales teams to support client development, event outreach, and post‑event follow‑up.
• Experience using Salesforce or another customer relationship management platform.
• Experience with marketing automation, event registration, project management, gifting, or fulfillment platforms.
• Knowledge of conference sponsorships, exhibitor requirements, and trade show operations.
• Strong vendor negotiation and relationship‑management skills.
• Experience measuring event performance, client engagement, and program effectiveness.
• Intellectual curiosity and a willingness to identify new ideas, technologies, and approaches that improve the client experience.
• Ability to adapt quickly to changing priorities, schedules, and business needs.

Salary range for this position will be $80,000 to $90,000