Experiential Events Coordinator (Live & Virtual)

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

Benefits offered by this job

ESOP (Employee Stock Ownership Plan)

Unlimited vacation

9 paid holidays

401(k) with match

Health insurance

Company laptop

Job summary

XYPN is seeking an Events Specialist to join the Advisor Engagement team. You will plan, coordinate, and execute member experiences across XYPN LIVE, Retreats, Meet-Ups, and other initiatives.

You’ll manage logistics, collaborate with cross-functional teams, and ensure programs align with member needs and organizational goals. Responsibilities include coordinating events from planning through post-event follow-up, handling registrations, and leading the swag program.

Qualifications

• 1-3+ years of event planning experience.
• Excellent project management, organizational skills, and attention to detail.
• Effective verbal, written, and interpersonal communication.
• Strong data reporting and CRM management skills.
• Able to manage multiple priorities and meet deadlines.

Responsibilities

• Assist in planning and executing XYPN’s virtual and in-person events, including XYPN LIVE and Retreats.
• Own coordination and execution of the XYPN Meet-Up program.
• Handle logistics for industry conferences: task management, booth shipping, supplies.
• Coordinate XYPN LIVE event platform setup, testing, and attendee support.
• Maintain attendee and exhibitor registrations, schedules, and vendor relations.
• Support marketing operations for virtual webinars and post-event follow-up.
• Lead the swag program: product research, design input, budgeting.
• Manage the member calendar and ensure accurate event information across channels.
• Handle the events inbox and respond to inquiries in a timely manner.

Skills

Event Planning

Project Management

CRM Management

Communication

Data Reporting

Team Collaboration

Education

Bachelor's degree in Hospitality, Marketing, or related field

Tools

HubSpot CRM

Asana

Monday.com

Teamwork

Job description

XYPN is seeking an Events Specialist to join the Advisor Engagement team. You will plan, coordinate, and execute member experiences across XYPN LIVE, Retreats, Meet-Ups, and other initiatives.

You’ll manage logistics, collaborate with cross-functional teams, and ensure programs align with member needs and organizational goals. Responsibilities include coordinating events from planning through post-event follow-up, handling registrations, and leading the swag program.