Events & Community Coordinator

Exxat; New Jersey; On-site; USD 75,000 - 85,000; Full time

Job summary

Exxat Inc. is seeking an Events & Community Coordinator to own the conference and event calendar from research through on-site execution, coordinating with Sales, product, and leadership.

You will manage shipping, booth setup, budgets, vendor relations, and post‑event reporting for Cohere, Exxat’s annual user conference, and you’ll help grow the user community through webinars and meetups. The role demands exceptional organizational skills, hands-on logistics, travel up to 20%, and the ability

Qualifications

• 1+ year of experience in conference logistics, event coordination, or trade show management.
• Proficiency with Cvent for registration, websites, and attendee management.
• Exceptional organizational skills and ability to manage multiple events.

Responsibilities

• Own full lifecycle of conference participation: research, registration, booth selection, sponsorship logistics, shipping, setup, on-site execution, and post-event reporting.
• Manage event budgets and expenses including venue services and AV costs.
• Coordinate shipping logistics for booth materials with cost-conscious timing and direct-to-venue shipping.
• Build relationships with venue contacts and carriers.
• Lead Cohere planning with timelines, committees, and accountability.
• Partner with CX for CohereX events and travel as needed.
• Travel to high-priority events as required.

Skills

Event logistics

Cvent proficiency

Organizational skills

Project management

Vendor management

Physical tasks

Communication skills

Travel readiness

Tools

Cvent

Job description

Reports to: Director of Marketing - Prism Brand Leader

Salary: $75,000-$85,000 annually

About Exxat:

Exxat Inc. is a leading provider of academic management solutions for health and behavioral science education programs. Our platforms, Prism and One, help universities manage placements, track competencies, and streamline operations. We partner with programs in Nursing, Physical Therapy, Occupational Therapy, Physician Assistant, Social Work, Counseling, Teacher Education, and other allied health disciplines to empower students and educators alike.

About the Role:

We're looking for a detail-obsessed, highly organized Events & Community Coordinator who thrives on logistics and lives for a well-executed event. You know what it takes to pull off a flawless conference presence (like negotiating booth placements to wrangling freight shipments) and you take pride in sweating the details so nothing falls through the cracks.

This role is equal parts project management and hands-on execution. You'll own Exxat's conference and event calendar end to end, manage our community engagement efforts, and be the person who always has the shipping labels printed, the lead scanners charged, and a plan B (and C) ready to go.

What You'll Do:

Conference & Event Management

• Work with Sales to own the full lifecycle of conference participation: research, registration, booth selection, sponsorship logistics, shipping, setup logistics, on-site execution, and post-event reporting.
• Manage event budgets and track expenses, including navigating the notoriously expensive world of convention center Wi-Fi, electrical, and AV fees.
• Coordinate all shipping logistics including booth materials, collateral, swag, and equipment with a sharp eye toward keeping costs at bay (think, avoiding advanced warehousing and drayage fees through creative timing, direct-to-venue shipping, and carrier negotiations, etc).
• Build and maintain relationships with venue contacts, general service contractors, and freight carriers.
• Handle frequent FedEx and UPS runs for pre-show shipments, return labels, and last-minute supply needs.
• Manage booth inventory, branded materials, and event supplies ensuring everything is accounted for, in good condition, and ready to deploy.
• Serve as the project planning lead for Cohere, Exxat's annual user conference (~600 attendees each September). You'll drive the timeline, run the planning committees, and hold every workstream owner accountable so nothing slips. Think air traffic controller, not solo pilot.
• Partner with the CX team to identify institutions for and stand up CohereX events (onsite seminars with partner institutions), owning the planning, coordination, and logistics.
• You may occasionally be asked to travel to events of particularly high importance to personally ensure set up and tear down of booth displays and event spaces (must be able to lift up to 50 lbs).

Project Management & Coordination

• Maintain a master events calendar and keep cross-functional stakeholders (sales, product, leadership) informed of timelines, deliverables, and deadlines.
• Build detailed project plans for each event with clear milestones, owners, and dependencies.
• Manage event technology platforms including Cvent for registration, attendee tracking, and post-event analytics.
• Track and report on event ROI, lead generation, and engagement metrics.

Community Engagement

• Support the growth and engagement of Exxat's user community through webinars, user groups, meetups, and online forums.
• Coordinate logistics for virtual events, including platform setup, speaker prep, and attendee communications.
• Collaborate with the marketing team on event-related content, social media, and promotional campaigns.

What We're Looking For:

• 1+ year of experience in conference logistics, event coordination, or trade show management. You know your way around an exhibitor manual and a Freeman order form.
• Proficiency with Cvent (or comparable event management platform) for registration, event websites, and attendee management.
• Exceptional organizational skills(!) you self-identify as "Type A" and wouldn't have it any other way. Spreadsheets, checklists, and color-coded timelines are your love language.
• Strong project management abilities(!!) you can juggle multiple events at different stages simultaneously without dropping a ball.
• Practical knowledge of conference operations, including exhibit hall logistics, general service contractor processes, shipping timelines, and how to keep costs under control (you've been burned by drayage fees and learned from it).
• Comfortable with occasional physical tasks - able to lift up to 50 lbs, set up booth displays, and make frequent trips to FedEx/UPS.
• Excellent communication skills - you can coordinate across teams internally and represent Exxat professionally with vendors and venue contacts.
• A problem-solver mindset - when the Wi‑Fi costs $3,000 for three days, you're already looking into mobile hotspot alternatives.
• Willingness to travel up to 20% of the time to conferences and events as needed.

Nice to Have:

• Experience with Monday.com for lead tracking and event follow-up
• Familiarity with the higher education or healthcare education space
• Experience planning or supporting user conferences, webinars, or community events.
• Experience with Coda.io (now SuperHuman) for project management

Why Exxat:

• Join a growing company making a real impact in health science education.
• Work with a collaborative, entrepreneurial team that values initiative and creative problem-solving.
• Competitive salary, benefits, and opportunities for professional growth.

Exxat Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.