Events Specialist

XY Planning Network; Bozeman (MT); On-site; USD 53,000 - 62,000; Full time

Benefits offered by this job

Stock Ownership Plan (ESOP)

Unlimited vacation

Health insurance w/ employer contrib.

401(k) with match

Parental leave

Company laptop

Job summary

XY Planning Network is seeking an Events Specialist to plan, coordinate, and execute member experiences across XYPN LIVE, Retreats, Meet-Ups, and related initiatives. You will manage logistics, attendee experiences, and cross-team collaboration to align programs with member needs and organizational goals.

The role emphasizes project management, CRM proficiency, and a hands-on approach to creating seamless events while supporting marketing and logistics across virtual and in-person formats.

Qualifications

• 1-3+ years of event planning experience.
• Excellent project management and organizational skills.
• Efficient time management across multiple priorities and deadlines.
• Strong verbal, written, and interpersonal communication.
• Proficient data reporting and CRM management.

Responsibilities

• Assist in planning and executing XYPN’s virtual and in-person events, including XYPN LIVE and Retreats.
• Own the coordination and execution of the XYPN Meet-Up program.
• Manage logistics for industry conferences, including task delegation, booth packing, shipping, and supplies.
• Coordinate the event platform for XYPN LIVE from setup to post-event support.
• Maintain attendee and exhibitor lists, registrations, materials, and vendor management.
• Support marketing operations for virtual webinars and post-event follow-up.
• Lead the swag program from design to budgeting and ordering.
• Manage the member calendar and ensure information is current across channels.
• Handle the events inbox and respond to inquiries in a timely manner.
• Ensure XYPN LIVE website details are accurate and up to date.
• Draft event guides, templates, and correspondence for speakers and teams.
• Contribute to other related events projects to improve efficiency.

Skills

Event planning

Project management

Organizational skills

Time management

Verbal & written communication

CRM management

Attention to detail

Team collaboration

Legal work authorization (US)

Education

Bachelor's degree in Hospitality/Marketing or related field

Tools

HubSpot CRM

Monday

Teamwork

Asana

Job description

About this position

About XYPN

XYPN is the only turnkey advice and planning platform that makes it possible for fee-only financial advisors to build the independent firm of their dreams with complete autonomy. We do this through ongoing advocacy and access to education and training, curated technology, compliance support, community, and back-office and client support services.

This is an opportunity to join a company on a mission to help others—and you—live your best lives.

About the role

As the Events Specialist on XYPN's Advisor Engagement team, you will support the planning, coordination, and execution of member experiences that help advisors connect, learn, and engage with the XYPN Network. You will manage logistics and attendee experiences across a variety of programs, including XYPN LIVE, Retreats, Meet-Ups, and other member engagement initiatives.

While you'll work within Advisor Engagement to execute high-quality events and experiences, you'll also collaborate closely with teams across XYPN to ensure programs align with member needs and organizational goals. Through strong project management, communication, and operational execution, you'll help create seamless experiences that strengthen member engagement and foster meaningful connections across the Network.

What you'll be doing

• Assist in the overall planning and execution of XYPN’s virtual and in-person events, including the annual conference, XYPN LIVE and Retreats.
• Own the coordination and execution of the XYPN Meet-Up program
• Execute logistics for industry conferences, including task management and delegation, booth packing and shipping, and managing supplies.
• Coordinate the event platform for XYPN LIVE, including setup, configuration, testing, launch, and support to ensure a seamless attendee experience before, during, and after the event.
• Maintain event lists and logistics, including attendee registration, exhibitor registration and materials, team schedule, and vendor management.
• Support marketing operations for virtual webinars, including helping team members across the organization prepare for event participation, practice runs, and post-event follow-up.
• Lead our swag program, from researching products to advising on design, ordering, and monitoring the swag budget.
• Manage XYPN's member calendar, ensuring event information is accurate, up to date, and communicated effectively across member-facing channels.
• Manage the events inbox; field questions, and ensure timely responses.
• Ensure all XYPN LIVE website details are consistently accurate and up to date.
• Draft event guides, templates, and event correspondence for speakers, exhibitors, and team members.
• Other here-and-there tasks and projects to support the day-to-day planning of XYPN events with greater efficiency.

Measurables:

• Meet-Ups CSAT/NPS

The Deets:

Start Date: Immediately

Status: Full-time (40-45 hours per week with flexible schedule)

Team: Advisor Engagement

Reports To: Director of Advisor Engagement

Direct reports: None

Travel: Up to 15% travel (e.g., 2-3 weeks /year) required for team retreats and other company events

What you'll bring to the table:

Must-Haves

• 1-3+ years of event planning experience
• You have excellent project management, organizational skills, and a strong eye for detail.
• You have efficient time management skills and can manage several tasks with multiple priorities and deadlines.
• You have effective verbal, written, and interpersonal communication skills.
• You're a whiz at data reporting and CRM management.
• Works well in a fast-paced, team environment
• Familiarity in self-directing your days—you can manage your projects and tasks, seek out support, and re-prioritize as needed.
• Legally authorized to live and work in the United States without present or future need for sponsorship.

What would make us drool:

• College degree in Hospitality, Marketing, or other related field.
• Experience working with event management platforms, HubSpot CRM, and project management tools like Monday, Teamwork, or Asana.

XYPN welcomes applications from individuals who may have had nontraditional career paths, or who may have taken time off for family reasons (e.g., children, caring for disabled or elderly family). We encourage applications from minorities, women, individuals with disabilities, protected veterans and all other qualified applicants

• $53,000 - $62,000 annually
• All team members at XYPN are owners! We offer a 100%- employer-funded Employee Stock Ownership Plan (ESOP).
• Unlimited vacation days to maintain work-life harmony (we require that you take a minimum of 3 weeks of vacation per year)
• 9 paid holidays (we offer flexible holidays!)
• 401(k) with match; you put in 6%, and we put in 4.5%.
• 12 weeks paid parental leave for the birth or adoption of a child.
• Health insurance w/ employer contribution.
• Dental, Vision, Voluntary Life and AD&D, and Accident insurance options.
• Health Savings & Flex Spending (Health, Limited & Dependent Care) Accounts available
• Employer-paid Life and AD&D insurance.
• Employer-paid Long Term Disability coverage.
• Up to $150/month to cover the cost of working with a financial planner, plus up to $500 toward the upfront fee.
• $2000/year (prorated by start date) to put towards professional development
• $250/quarter to spend on yourself specific to our core value of "Be Well Being You.”
• $500 donated to a non-profit organization of your choice when you volunteer 40 hours within the calendar year.
• A sabbatical program that includes a cash bonus and extra time off at 5, 10, and 15 years.
• Subsidized employer-sponsored childcare through our internal child care program. (Subject to availability)
• Company-owned laptop computer provided (Apple Products).

XYPN believes that our team members, and the individual identities and experiences of our team members, are our key differentiators. We won't settle for mere acceptance of each other's differences because we maintain that our team is better because of our differences, not in spite of them. As such, our culture celebrates, champions, supports, protects, and thrives on our various and collective identity categories. XYPN is beyond proud to be an equal opportunity employer.