Event Operations Coordinator (212766)

Aquent; Omaha (NE); Hybrid; USD 66,000 - 69,000; Full time

Benefits offered by this job

Medical health insurance

Dental insurance

401k with company match

Job summary

Aquent in Omaha, NE is seeking an Event Operations Coordinator for a 6-month contract to run the operational backbone for corporate conferences, summits, and advisor events. You will manage technology setup, attendee management, workflows, and logistics, reporting to the VP of Events.

You’ll work with a small team in a hybrid setting (onsite Tue-Thu in Omaha) and handle project tracking, vendor coordination, and post-event admin tasks.

Qualifications

• 3+ years of hands-on operational and administrative events experience.
• Proficient with Cvent or comparable event management software.
• Strong knowledge of Asana and other PM tools; MS Office and SharePoint proficiency.

Responsibilities

• Build, design, and manage event registration websites and attendee portals using Cvent.
• Manage invites, RSVPs, emails, and attendance reporting.
• Maintain project timelines and team workflows in Asana.
• Coordinate speaker tracking, slides, and session assets.
• Oversee shipping, inventory, and on-site materials.
• Assist with vendor, venue logistics and budget documentation.

Skills

Attention to detail

Problem-solving

Communication

Process-driven

Team collaboration

Tools

Cvent

Asana

Excel

PowerPoint

SharePoint

Job description

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)

Candidates must work a hybrid schedule in Omaha, NE.

The target hiring compensation range for this role is $48-50 / hourly as a W2 employee.

Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location. Additional benefits offered may include; medical health insurance and dental insurance, life insurance, and eligibility to participate in a 401k plan with company match.

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

• 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.

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.