Event Project Coordinator

AI Engineer

United States

On-site

USD 60,000 - 80,000

Full time

14 days+

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Job summary

A leading event management firm is seeking an Event Project Coordinator to support the planning and execution of various events. This full-time role involves coordinating logistics, managing vendor relationships, and assisting with documentation for successful event execution. Candidates should have 3+ years of experience in corporate B2B events and a bachelor's degree or equivalent in a related field. The position is based in the United States, offering travel opportunities and involvement in exciting industry events.

Qualifications

3+ years’ experience in corporate B2B event project coordination.
Ability to manage multiple tasks and deadlines.
Experience in fast-paced agency environment.

Responsibilities

Support the senior team in all day-to-day project tasks.
Conduct research for event planning and sponsorships.
Prepare and organize event-related documents.
Manage event technology platforms.

Skills

Organizational skills

Time-management skills

Written communication skills

Verbal communication skills

Detail-oriented

Problem-solving ability

Education

Bachelor’s degree in Event Management, Communications, Business, or related field

Tools

Google Workspace

Cvent

RainFocus

Job description

Overview

Software 3.0 (owner of AI Engineer events and community) is focused on building a global network of flagship and regional events, complemented by year-round community engagement opportunities. Our mission is to empower and unite the global AI engineering community by delivering transformative events, knowledge exchange, and collaborative experiences that accelerate practical AI progress.

As the industry’s only neutral event, AI Engineer is uniquely positioned to become as indispensable to the AI ecosystem as SXSW, CES, E3, and GDC are in their fields. We have experienced remarkable success with our U.S. event series, including the AI Engineer Summit, AI Engineer Worlds Fair 2024, AI Engineer Summit NYC 2025, and AI Engineer Worlds Fair 2025. Attendance has grown approximately 400% over two years, and we plan to expand the series and grow the community at this pace. By 2030, the AI Engineer World’s Fair annual event is projected to attract over 10,000 attendees, establishing it as a leading global gathering in AI and technology.

To support our ambitious growth plans, we are seeking to expand our small yet mighty team with a strong Event Project Coordinator who will play a crucial role in executing world-class events and driving our vision forward.

Position Overview

As an Event Project Coordinator at Software 3.0, you will play a vital support role in the planning and execution of our event portfolio. Working directly under the guidance of the Event Producer, you will be responsible for research, documentation, vendor coordination support, and administrative tasks that ensure smooth project workflows. This role is ideal for someone early in their event career who has worked in a fast paced agency with tech clients, and is detail-oriented, proactive, and eager to grow and have impact.

Key Responsibilities

Support the wider senior team in all day-to-day project tasks across our portfolio of events (Flagship Conference, Summits, Leadership Retreats, etc).
Conduct research to support event planning and sponsorships (e.g., venues, vendors, suppliers, tools).
Preparing RFPs, tracking vendor responses, and organizing documentation.
Draft, proof, and update event-related documents (e.g., run of show, floor plans, briefing docs).
Updating CRM, management tools and general data cleaning.
Support sponsor, speaker, and attendee communications by preparing key documentation.
Provide logistical assistance (SWAG, shipments, travel coordination, registration checks, etc.).
Help manage event technology platforms (registration, apps, virtual components).
Provide onsite event support (manage swag, catering, volunteer coordination, etc.).
Capture and organize post-event feedback and learnings.

Required Experience & Skills

3+ years’ experience in corporate B2B event project coordination (agency or fast-paced environment).
Strong organizational and time-management skills; able to manage multiple tasks and deadlines.
Excellent written and verbal communication skills.
Comfort with Google Workspace, and project management tools (Cvent, RainFocus or similar).
Detail-oriented, resourceful, and eager to learn.
Positive attitude with the ability to remain calm under pressure.
Flexible and willing to travel (up to 30% both US and international) and support occasional evening/weekend work onsite.

Attributes

Self-starter who thrives contributing to team success.
Highly detail-oriented and proactive in follow-ups.
Strong problem-solving ability and willingness to “roll up your sleeves.”
Curious and motivated to support large-scale event production.
Team player with a collaborative, service-minded approach.
This is an intense and fast paced role that requires hard work and dedication.

Qualifications

Bachelor’s degree (or equivalent experience) in Event Management, Communications, Business, or related field.
Prior experience in corporate B2B events is a must

Seniority level