Event Coordinator

Cirrascale Cloud Services; San Diego (CA); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

401(k) with company match

Health, dental, and vision insurance

Paid time off

Opportunities for professional develop

Job summary

Cirrascale Cloud Services in San Diego, CA is seeking an Event Coordinator to execute our event program—from industry trade shows and conferences to partner events and webinars. You will manage logistics, vendors, budgets, and on-site details to keep events on time and within budget.

The ideal candidate is a hands-on planner who stays calm under pressure, pays close attention to details, and communicates effectively with executives, customers, and partners.

Qualifications

• 2–4 years coordinating corporate events, trade shows, or conferences.
• Experience managing event budgets and negotiating with venues and vendors.
• Experience serving as the on-site lead for events.
• Strong organizational and written/verbal communication skills.

Responsibilities

• Own end-to-end logistics for trade shows and conferences, including booth space, registration, services, shipping, labor, and lead retrieval.
• Coordinate booth design, fabrication, and graphics with design teams and vendors.
• Plan and execute hosted & executive events, including venues, catering, A/V, and staffing.
• Coordinate webinars and virtual events, including scheduling and run-of-show.

Skills

Organization

Project management

Communication

Negotiation

Event logistics

MS Office / Google Workspace

Education

Bachelor's degree or equivalent

Tools

HubSpot

Monday.com

Asana

Lead retrieval systems

Event platforms

Job description

Job Summary

The Event Coordinator will execute Cirrascale’s event program, including industry trade shows, sponsored conferences, partner events, executive dinners, webinars, and internal company events. Working under the direction of the Manager, Marketing and alongside the events lead, this role handles the logistics, vendors, and on-site details that make each event run smoothly, stay on budget, and produce measurable pipeline. The ideal candidate is a hands‑on planner who enjoys logistics, stays calm under pressure, and takes pride in the details that make an event feel effortless to attendees.

Key Responsibilities

Event Planning & Budgeting

• Support the events lead in maintaining the annual event calendar and researching trade shows, conferences, and sponsorship opportunities that reach Cirrascale’s target audiences in AI and enterprise infrastructure.
• Propose event goals, budgets, and success metrics for approval by the VP of Marketing, and track results against them.
• Manage approved event budgets, including card purchases, receipts, expense reports, invoice reconciliation, and variance reporting.
• Keep the team’s trade show process playbook current so timelines, vendor contacts, and checklists reflect how events are actually run.

Trade Show & Conference Execution

• Own end-to-end logistics for trade shows and conferences, including booth space, registration, exhibitor services, shipping, labor, electrical, and lead retrieval.
• Coordinate booth design, fabrication, and graphics with the design team and outside vendors.
• Manage inventory, shipping, and storage of booth properties, signage, demo equipment, and swag.
• Serve as on-site lead for setup, show hours, and teardown, and travel to events as needed.
• Track speaking submissions, sponsorship deliverables, and show-related deadlines.
• Capture photos and short updates on-site for the marketing team to post, and collect proof of performance (photos, attendance, lead counts) for partner‑funded events.

Hosted & Executive Events

• Plan and execute Cirrascale-hosted events such as executive dinners, customer and partner receptions, roadshows, and hospitality experiences.
• Source venues, negotiate contracts, and manage catering, A/V, transportation, and on‑site staffing.
• Coordinate invitations, RSVPs, and guest communications in collaboration with the sales team.
• Support planning and logistics for internal company events and team gatherings.

Webinars & Virtual Events

• Coordinate scheduling, speaker preparation, platform setup, and run‑of‑show for webinars and virtual events.
• Manage registration pages, reminder emails, and post‑event recordings with the marketing team.

Cross‑Functional Coordination & Follow‑Up

• Partner with the Marketing Coordinator on pre‑, during‑, and post‑event campaigns, including email, social, and paid promotion.
• Coordinate staffing schedules, briefings, and travel for employees attending events.
• Ensure timely capture and upload of event leads into HubSpot and hand off to sales for follow‑up.
• Produce post‑event recaps covering attendance, leads, spend, cost per lead, and pipeline per event, working with marketing operations.
• Maintain vendor relationships and keep an organized library of contracts, floor plans, and event assets.
• Other duties as assigned.

Qualifications

Education:

Bachelor’s degree in marketing, communications, hospitality, event management, or related field, or equivalent experience.

Experience:

• 2‑4 years of experience coordinating corporate events, trade shows, or conferences, preferably in B2B or technology.
• Experience managing event budgets and negotiating with venues and vendors.
• Experience serving as the on‑site lead for events.

Skills:

• Exceptional organizational and project management skills, with the ability to manage multiple events at different stages at once.
• Strong written and verbal communication skills, including comfort working with executives, customers, and partners.
• Confident negotiator who can hold vendors to timelines and budgets.
• Working knowledge of event logistics, including shipping, drayage, exhibitor services, and A/V.
• Proficiency with Microsoft Office and/or Google Workspace.

Preferred:

• Familiarity with HubSpot or a similar CRM and event registration tools.
• Familiarity with project management tools (e.g., Monday, Asana).
• Experience with event platforms and lead retrieval systems.
• Exposure to the AI, cloud, or data center industry.
• CMP certification or similar.

Culture / Attitude:

• Calm and resourceful under pressure, especially on show floors and event days.
• Well‑rounded personality that thrives in a collaborative environment.
• Meticulous about details, from name badges to freight schedules.
• A self‑starter who can take initiative and work with minimal supervision.
• Comfortable with a hands‑on role that includes packing, shipping, and setting up booth materials.
• Positive attitude and professional demeanor when representing Cirrascale.
• Flexible and open to change.

Compensation & Benefits:

• Salary: $65,000.00 to $75,000.00 per year (depending on experience).
• 401(k) with company match.
• Health, dental, and vision insurance.
• Paid time off (PTO).
• Opportunities for professional development and growth.

Schedule:

• The standard schedule is Monday through Friday.
• Evening and weekend work required around events.
• Travel to events approximately 25 percent of the time, including overnight, multi‑day, and some international trips. A valid passport is required.

Physical Requirements:

• Able to lift and move up to 75 lbs of booth materials, crates, and equipment.
• Able to stand and walk for extended periods during event setup, show hours, and teardown.

Work Location:

San Diego, CA 92123. This is a full‑time, in‑office position.

Employer Note:

Cirrascale Cloud Services is an equal opportunity employer committed to diversity and inclusion.