Event Operations Specialist (Onsite & Logistics)

emeraldx; Alpharetta (GA); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Unlimited vacation

Flexible working locations

401(k) plan with company match

Medical/dental/vision coverage

Parental and caregiver leave

Professional development

Job summary

EmeraldX is seeking an Event Operations Coordinator to support planning and execution of tradeshows and events across Emerald’s portfolio. You will work with Event Operations Managers, internal teams, and external partners to assist with logistics, documentation, vendor coordination, and onsite execution.

The role requires strong organizational skills, clear communication, and the ability to manage multiple tasks with overlapping deadlines in fast-paced environments.

Qualifications

• Experience in event operations, meetings, hospitality, or related fields; understanding of event planning principles.
• Strong organizational skills with ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Word, Excel, PowerPoint, and 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 for move‑in, show execution, and move out.

Responsibilities

• Support Event Operations Managers with pre-show planning activities, timelines, and task coordination.
• Prepare agendas, materials, and follow‑up items for pre-show and post-show meetings.
• Participate in weekly team meetings and share updates for assigned tasks.
• Assist with post‑event operational assessments by collecting feedback, documenting issues, and supporting future planning efforts.
• Track 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.
• 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.
• 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.
• 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 sign placement, meeting rooms, materials distribution, and logistics coordination.
• Help troubleshoot onsite issues while maintaining a professional, calm, and service‑oriented approach.
• 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.

Skills

Event operations

Organizational skills

Communication

Travel readiness

Team collaboration

Vendor coordination

Microsoft Office

Smartsheet

A2Z

Tools

Smartsheet

A2Z

Job description

EmeraldX is seeking an Event Operations Coordinator to support planning and execution of tradeshows and events across Emerald’s portfolio. You will work with Event Operations Managers, internal teams, and external partners to assist with logistics, documentation, vendor coordination, and onsite execution.

The role requires strong organizational skills, clear communication, and the ability to manage multiple tasks with overlapping deadlines in fast-paced environments.