Event Operations Coordinator

Emerald X; New York (NY); Hybrid; USD 50,000 - 60,000; Full time

Benefits offered by this job

Unlimited vacation

Flexible locations

401(k) match

Medical coverage

Dental coverage

Vision coverage

Parental leave

Toastmasters program

Job summary

Emerald X in New York is seeking an events operations assistant to support planning, budgeting, floorplans, sponsorships, and on-site execution across multiple events.

You will work with Event Operations Managers, help with timelines, vendor coordination, exhibitor services, and post-event reporting, traveling up to 40% as needed.

Qualifications

• Experience in event operations, meetings, hospitality, or related fields.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Proficiency in Word, Excel, PowerPoint, Outlook; Smartsheet and A2Z experience a plus.
• Strong written and verbal communication skills.
• Ability to travel up to 40% including extended time on show site.

Responsibilities

• Support Event Operations Managers with pre-show planning timelines and task coordination.
• Assist in preparing agendas, materials, and follow-up items for meetings.
• Participate in weekly team meetings and share task updates.
• Assist with post-event assessments by collecting feedback and documenting issues.
• Track event budgets and expenses under supervision.
• Coordinate vendor documentation, invoices, deposits, and audits.
• Maintain exhibitor lists, floorplans, and event management data.
• Prepare exhibitor service manuals and logistical communications.
• Support room setups, signage, and on-site logistics.
• Provide on-site support during move-in, show days, and move-out.
• Assist with post-event reporting and reconciliation.

Skills

Event operations experience

Organizational skills

Communication skills

Travel readiness

Adaptability

Tools

Smartsheet

A2Z

Job description

RESPONSIBILITIES:

Event Planning, Coordination, and Evaluation Support

• Support Event Operations Managers with pre-show planning activities, timelines, and task coordination for assigned events.
• Assist in preparing agendas, materials, and follow-up items for pre-show and post-show meetings.
• Participate in weekly team meetings and share updates for assigned tasks and flag any issues.
• Assist with post-event operational assessments by collecting feedback, documenting issues, and supporting future planning efforts.

Budgeting & Financial Coordination

• Assist with tracking event budgets and expenses under the direction of Event Operations Managers/Directors.
• Support the collection and organization of invoices, deposits, and required financial documentation.
• Assist with post-event reconciliation, auditing, and billing review for vendors and hotels as needed.
• Support vendor coordination by tracking contracts, service orders, schedules, and required paperwork.
• Assist with researching vendors and preparing recommendations for consideration by Operations leadership.
• Collect and manage vendor documentation, including certificates of insurance and required compliance materials.
• Coordinate ancillary vendors as directed, such as first aid, security, cleaning, and staffing support.

Floorplan, Logistics & Exhibitor Support

• Assist with maintaining exhibitor lists, floorplan updates, and data entry within event management systems.
• Support the preparation and distribution of exhibitor service manuals, forms, and logistical communications.
• Assist with booth approvals, exhibitor questions, and rule clarification under manager guidance.
• Support logistics planning related to signage, collateral, and onsite operational materials.

Sponsorship, Conference & Content Support

• Assist with sponsorship fulfillment by collecting logos, assets, and deliverables and tracking completion against requirements.
• Support meeting room logistics, speaker requirements, and conference session needs, including room setups and signage coordination.
• Assist with audio-visual coordination and on-site conference support as directed.

Onsite Execution Support

• Provide onsite operational support during move-in, show days, and move-out under the direction of Event Operations Managers/Directors.
• Assist with exhibitor, sponsor, speaker, and internal team needs onsite, escalating issues as appropriate.
• Support show floor operations by assisting with signage placement, meeting rooms, materials distribution, and logistics coordination.
• Help troubleshoot onsite issues while maintaining a professional, calm, and service-oriented approach.

Post-Event Wrap-Up & Reporting

• Assist with post-event documentation, including reconciling orders, organizing final materials, and supporting reporting needs.
• Support the collection of feedback and operational notes to inform continuous improvement and future events.

QUALIFICATIONS

• Experience in event operations, meetings, hospitality, or related fields, with an understanding of event planning principles.
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; Smartsheet and A2Z experience a plus.
• Strong written and verbal communication skills.
• Ability to follow direction while independently managing assigned responsibilities.
• Ability to travel up to 40% including extended time on show site for move-in, show execution, and move out.

About Emerald

At Emerald, we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences, and we are intentional about ensuring a positive hiring experience for everyone. Our job postings don’t contain experience inflation, and most don’t require college degrees. Instead, they’re crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams.

COMPENSATION & BENEFITS

Target Compensation: $50,000 - $60,000

Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidate’s qualifications and may be higher where required by applicable law.

We offer a competitive benefits package designed to strengthen our employees' physical and mental health, including unlimited vacation for exempt employees, flexible working locations, 401(k) plan with a company match, medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits, parental and caregiver leave, dependent, commuter and FSA benefits, professional development programs like Toastmasters, and mental wellness tools.

If you need accommodation in our application process or have questions about our posted salary range, please email our Talent Acquisition team at [e-mail].

About Emerald

Emerald’s talented and experienced teams grow our customers’ businesses 365 days a year with products that create connections, deliver content, and drive commerce. We produce over 140 annual events, create and deliver content through print and digital channels, and power commerce through our seamlessly integrated in‑person and digital platforms and channels. For more information, please visit http://www.emeraldx.com.