Event Operations Coordinator

Aquent; Omaha (NE); Hybrid; USD 38,000 - 65,000; Full time

Job summary

Aquent in Omaha, NE is seeking a detail-oriented Event Operations Coordinator for a 6-month contract. You will be the operational backbone for corporate conferences, summits, executive meetings, and advisor events, handling technology setup, attendee management, and workflow coordination.

You’ll work with a small team, report to the VP of Events, and focus on project tracking, systems management, and execution support rather than creative production. Hybrid onsite schedule is required.

Qualifications

• 3+ years of hands-on operational and administrative experience supporting corporate events, conferences, or large-scale meetings.
• Strong proficiency with event software such as Cvent (or alternatives like Splash, Bizzabo, Eventbrite).
• Experience using project management tools (Asana, Trello, Monday.com, Smartsheet) for timelines and workflows.
• Proficient in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.

Responsibilities

• Build, design, and manage event registration websites and attendee portals using Cvent.
• Manage attendee communications, RSVPs, and attendance reporting.
• Use Asana to track timelines, agendas, and deliverables across the events team.
• Coordinate shipping, inventory, venue logistics, and AV requirements; track expenses and budgets.

Skills

Attention to detail

Project management

Communication

Team coordination

Tools

Cvent

Asana

Microsoft Office

SharePoint

Job description

Event Operations Coordinator

Location: Omaha, NE (Hybrid: Tuesday–Thursday onsite)

Duration: 6‑Month Assignment (Potential for extension)

Hours: 30–40 hours/week (Occasional overtime required for major events)

About the Role

We are seeking a detail-oriented Event Operations Coordinator to join our events team for a 6-month contract. In this role, you will serve as the operational backbone for a diverse portfolio of corporate conferences, summits, executive meetings, and advisor events.

Working directly alongside a collaborative team of four and reporting to the VP of Events, you will take ownership of event technology setup, attendee management, platform workflows, and key administrative logistics. This role focuses on project tracking, systems management, and execution support rather than creative event production.

Key Responsibilities

• Event Technology & Registration Management
  • Build & Maintain Cvent Hubs: Build, design, and manage event registration websites, attendee portals, and post-event survey forms using Cvent.
  • Attendee Communications: Manage invite lists, send confirmation emails, track RSVPs, and generate clean, accurate attendance reporting.
• Project Management & Workflow Tracking
  • System Administration: Utilize Asana to maintain project timelines, operational checklists, meeting agendas, and team deliverables.
  • Speaker Logistics: Manage speaker tracking databases, organize presentation slide decks, and ensure all session assets are collected on schedule.
• Logistical & Administrative Support
  • Shipping & Inventory: Lead operational prep, including packing, labeling, shipping, and tracking event materials, signage, and collateral.
  • Vendor & Venue Coordination: Assist with hotel room blocks, venue logistics, room setups, catering arrangements, and audio/visual (AV) requirements.
  • Financial Tracking: Maintain invoice records, process purchase orders, assist with budget documentation, and help reconcile post-event expenses.

Qualifications

• Experience: 3+ years of hands‑on operational and administrative experience supporting corporate events, conferences, or large‑scale meetings.
• Event Software Expertise: Demonstrated proficiency with Cvent (or comparable event management software such as Splash, Bizzabo, or Eventbrite).
• Project Management Tools: Strong experience utilizing Asana (or similar tools like Trello, Monday.com, or Smartsheet) for daily task tracking and team workflows.
• Software Tools: Intermediate‑to‑advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.
• Key Skills: High attention to detail, strong problem-solving skills, and a process‑driven approach to tracking deliverables.
• Travel & Location: Ability to work onsite in Omaha, NE, Tuesday through Thursday, with flexibility to travel occasionally to support onsite event operations as needed.