Event Coordination Specialist

Talentoma; Indiana; Remote; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Stipends

Job summary

Talentoma is seeking an Event Coordination Specialist. This fully remote position in Indiana supports virtual events, webinars, and online sessions, coordinating with presenters, vendors, and internal teams to align timelines and materials.

A 40-hour weekly commitment is required, with varying shift times and strong emphasis on organized planning and clear communication. You will manage event work plans, session details, attendee communications, and post-event follow-up, ensuring a smooth

Qualifications

• High school diploma or equivalent.
• 1–2 years in virtual events, webinars, or project support.
• Familiar with Cvent, Smartsheet and scheduling tools.

Responsibilities

• Receive event requests, confirm purpose, audience, format, dates and required support.
• Create and maintain event work plans with milestones and owners.
• Set up event details in Cvent, including sessions and registrations.
• Coordinate calendars with presenters and internal partners.
• Track attendee lists, session details, and readiness updates in spreadsheets.
• Prepare agendas, run-of-show, and speaker instructions using templates.
• Coordinate virtual session access and host preparations in video platforms.
• Provide timely updates on questions and changes and follow up as needed.
• Escalate risks or issues to the project manager and partners.
• Close events with attendance, feedback, outcomes and follow-up tasks.
• Maintain quality with accurate details and timely notes.

Skills

Event coordination

Project coordination

Communication

Schedule management

Education

High school diploma

Tools

Cvent

Smartsheet

Doodle

Microsoft Excel

Job description

Job Title: Event Coordination Specialist

Monthly Pay: $3,721 - $5,558 USD per month

Summary:

This role sits within a project coordination team guided by a project manager. The Event Coordination Specialist organizes the details that help virtual business events, webinars, and online sessions run smoothly for attendees, speakers, and internal partners. The specialist works closely with event requesters, presenters, vendors, marketing contacts, and colleagues to align timelines, participant information, session materials, and follow-up activities. This is a fully remote, work from home position based in Indiana, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary. Success in this role matters because clear coordination helps each online event provide a dependable and organized experience from initial request through post-event review.

Job Responsibilities

• Receive event requests through shared queues, emails, and project tickets, then confirm the event purpose, audience, format, requested dates, and required support.
• Create and maintain event work plans in a project management such as Smartsheet, assigning milestones, owners, dependencies, and preparation tasks.
• Set up event details in an event management platform such as Cvent, including session information, attendee communications, speaker profiles, and registration settings.
• Coordinate calendars with presenters, hosts, and internal partners using a scheduling and calendar such as Doodle, resolving conflicts and confirming key deadlines.
• Track attendee lists, session details, supplier contacts, and readiness updates in a spreadsheets and data entry such as Microsoft Excel.
• Prepare agendas, run-of-show outlines, speaker instructions, and participant messages using approved templates and current event information.
• Coordinate virtual session access and host preparations through a video conferencing platform such as Google Meet, checking links, roles, and attendee guidance before launch.
• Monitor incoming questions and change requests, provide timely updates, and follow up with owners when information or approvals are missing.
• Escalate schedule risks, platform issues, speaker changes, or unresolved vendor questions to the project manager and relevant internal partners.
• Close each event by confirming attendance information, gathering feedback, recording outcomes, and sharing follow-up tasks with stakeholders.
• Maintain quality through accurate event details, timely turnaround, complete notes, and documented follow-up for every assigned request.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of related experience preferred in virtual events, webinars, business meetings, or project support.
• Familiarity with coordinating online sessions, speaker needs, attendee communications, and event timelines.
• Experience using an event management platform such as Cvent preferred.
• Working knowledge of a project management such as Smartsheet and a scheduling and calendar such as Doodle preferred.
• Ability to maintain organized event trackers using a spreadsheets and data entry such as Microsoft Excel.
• Clear written and verbal communication for working with presenters, vendors, attendees, and internal teams.
• Ability to review changing priorities, identify missing details, and raise concerns to the appropriate project contact.
• Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work from home in Indiana, United States.
• Structured onboarding and training on Cvent, Smartsheet, Doodle, Microsoft Excel, and Google Meet.
• Regular check-ins with the project manager to review priorities, event readiness, and development.
• Opportunities to build virtual event coordination, webinar support, stakeholder communication, and timeline management skills.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.