Event Operations Coordinator [AQ-18510]

Aquent; Omaha (NE); On-site; USD 60,000 - 85,000; Part time

Benefits offered by this job

Subsidized health, vision, and dental

Paid sick leave

Retirement plans with match

Free online training through AquentGym

Job summary

Aquent is seeking a detail-oriented events professional to serve as the operational backbone for a dynamic client’s corporate conferences and meetings in Omaha. This contract role focuses on building and managing registration sites, attendee portals, and post-event surveys, ensuring flawless execution across a diverse portfolio.

You will collaborate with a cross-functional team, track budgets, manage shipping and AV needs, and provide end-to-end attendee journey support from registration through

Qualifications

• 3+ years supporting corporate events, conferences, or large meetings.
• Proficient with Cvent or similar event management software.
• Experience with project management tools for daily tasks and team workflows.

Responsibilities

• Design and manage event registration sites and attendee portals.
• Track RSVPs, send confirmations, and generate attendance reports.
• Coordinate speaker tracking, slides, and session assets.
• Oversee shipping, packing, venue logistics, and AV needs.
• Support budgeting, invoicing, and post-event expense reconciliation.

Skills

Attention to detail

Project management

On-site events experience

Tools

Cvent

Splash

Bizzabo

Eventbrite

Asana

Trello

Monday.com

Smartsheet

Microsoft Excel

SharePoint

Job description

Are you ready to be the driving force behind unforgettable experiences for a leading organization? Aquent is partnering with a dynamic and forward-thinking company renowned for delivering impactful corporate conferences, executive meetings, and advisor events. This is your chance to play a pivotal role in creating memorable moments and directly contributing to the success and elevated quality of their programs. Your expertise will be crucial in managing the intricate details that bring their vision to life, ensuring seamless operations and leaving a lasting impression on attendees and partners.

About Our Client

Our client is a vibrant organization at the forefront of delivering impactful corporate conferences, summits, executive meetings, and advisor events. They are dedicated to creating memorable experiences that resonate with attendees and partners alike. As a key player in their industry, they value precision, collaboration, and the seamless execution of every program.

About The Opportunity

We are seeking a detail-oriented professional to become the operational backbone of our client’s dynamic events team. In this pivotal contract engagement, you will take ownership of critical event components, working directly alongside a collaborative team and reporting to leadership. Your contributions will ensure every event runs flawlessly, directly impacting the organization’s goals and elevating the attendee journey. This is an exciting opportunity to leverage your organizational prowess and project management skills to support a diverse portfolio of high-profile events.

What You’ll Do

• Design, build, and manage event registration websites, attendee portals, and post-event survey forms using industry-leading event management software.
• Manage invite lists, send confirmation emails, track RSVPs, and generate clean, accurate attendance reporting to ensure smooth attendee journeys.
• Utilize project management tools to maintain project timelines, operational checklists, meeting agendas, and team deliverables, ensuring all tasks are on track.
• Manage speaker tracking databases, organize presentation slide decks, and ensure all session assets are collected on schedule for a polished presentation experience.
• Lead operational preparation, including packing, labeling, shipping, and tracking event materials, signage, and collateral.
• Assist with hotel room blocks, venue logistics, room setups, catering arrangements, and audio/visual (AV) requirements to create optimal event environments.
• Maintain invoice records, process purchase orders, assist with budget documentation, and help reconcile post-event expenses, ensuring financial accuracy.
• Provide essential budgeting and billing support, ensuring financial accuracy for all event-related activities.
• Support the entire attendee journey, from initial registration to post-event follow-up.

Required Skills & Experience

• 3+ years of hands-on operational and administrative experience supporting corporate events, conferences, or large-scale meetings.
• Demonstrated proficiency with Cvent or comparable event management software (e.g., Splash, Bizzabo, Eventbrite).
• Strong experience utilizing Asana or similar project management tools (e.g., Trello, Monday.com, Smartsheet) for daily task tracking and team workflows.
• Intermediate-to-advanced proficiency in Microsoft Office (Excel, PowerPoint, Teams, Outlook) and SharePoint.
• High attention to detail, strong problem-solving skills, and a process-driven approach to tracking deliverables.
• Ability to work onsite, with flexibility to travel occasionally to support onsite event operations as needed.

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

• Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match.
• We also offer free online training through Aquent Gymnasium.

More information on our awesome benefits! 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.

Client Description

About Aquent Talent: Aquent connects the best talent in marketing, creative, and design with the world’s biggest brands.

• Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match.
• We also offer free online training through Aquent Gymnasium.

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.