Executive Events Coordinator

Executive Events Coordinator

The Sage Group's client, one of the leading AI companies in the world is searching for a contract Executive Events Coordinator. The Executive Events program sits inside Marketing and produces the company's most curated, highest-touch customer programs: the EMEA and US CEO Forums, F1 Hospitality (Miami, Monaco, Silverstone, Japan), the Customer Advisory Board (CAB), and a growing set of exec-level spin-off programs (e.g., EMEA startup CEO advisory). The program has scaled fast: multi-wave CEO invite campaigns, concurrent F1 hospitality moments per year, and highly responsive waitlist / triage that hits quickly once invites go out. This is a net new role created to give the Executive Events team leveraged capacity on the most time-sensitive work of the team: invite list management, response tracking, attendee comms, and exec briefing prep so they can stay focused on program strategy, CEO & internal exec team relationships, venue/vendor partnerships, and best un class execution.

The Role The Executive Events team runs our most senior-facing customer programs where the attendee list is the product. Success is measured in who shows up, whether they leave with the right impression of Dario and the company, and how cleanly we ran the operation behind the scenes. This contractor role is the tactical backbone: keeping invite lists, responses, and attendee context moving at the pace these programs demand.

Role Scope Invite List & Response Tracking (primary focus) Own the end-to-end invite tracker for each program (CEO Forum, F1 race invites, CAB, spin-off events): populate lists, de-dupe, maintain industry/tier tags, and track status from draft ? sent ? opened ? responded? confirmed/declined/waitlisted. Run the invite send cadence alongside internal executive offices: prep clean wave docs, flag bounces, rework missing addresses via Clay, and re-queue corrections. Trigger and manage all invites: identify non-responders, flag to hiring managers, and move to waitlist without losing highlighted/strategic guests. Chase Aes for customer responses through Slack channels and DMs; log responses, spousal/partner notes, and "can't accept hospitality" flags so we stop re-inviting the same no-go contacts. Maintain a clean source-of-truth per program (Google Sheets today, with a view toward consolidating into a reusable tracker).

Attendee Comms & RSVP Operations Draft and send transactional comms from the ceo-forum@ and event aliases (confirmations, reminders, updates, waitlist notices, post-event thank-yous) Own the RSVP / intake form lifecycle (Typeform and Google Forms today): build, iterate based on feedback, manage conditional logic for arrival method, airport, partner/spouse, room config, and office hours, and troubleshoot permissions/access issues before they block responses. Triage the shared event inbox and respond to attendee questions; escalate anything touching Dario, exec scheduling, or policy to Max/Julia.

Exec Briefing Doc Production Build pre-event briefing docs for each headline program using the standard structure: Executive Overview, Account Summary, Red Flags, meeting context. Pull account context from Salesforce, Clay, and AE input; partner with Rev Ops / ABPs to cover gaps; format to the established template so Dario and senior execs get consistent briefs across programs. Maintain a template library so future events reuse the same structure rather than rebuilding each time.

Contact Enrichment & List Hygiene Run first-pass contact enrichment in Clay for CEO emails, ABPs, and chiefs of staff the work currently bouncing back to Rev Ops (Inna Ra) and slowing us down. Verify senders/receivers before each wave goes out; catch bad addresses before they bounce. Keep a running "known good" contact list across programs so we stop rediscovering the same ABP each cycle.

Vendor, Venue & Procurement Coordination Liaise with venue partners (e.g., Sparks, Lakes by Yoo, F1 hospitality vendors) on day-of logistics, room blocks, F&B, and approved-contractor questions. Shepherd contractor/vendor SOWs through Zip and legal (pass-through invoicing, registration setups, NDAs), escalating deal terms and budget implications to Max/Julia. Track spend against event budgets and surface overruns early.

Onsite Meeting Coordination & Event Execution Coordinate 1:1 meeting requests between attendees, execs, and partners across multi-day programs; manage the onsite meeting grid and last-minute re-shuffles. Handle onsite registration, badging, and room/AV asks (confidence monitors, closed captioning, prayer/mothers' room, overflow) with the venue team. Staff onsite at flagship events as needed.

Process Documentation & Playbook Development Turn repeating motions (invite wave, waitlist trigger, RSVP form build, briefing doc, vendor intake) into templates, SOPs, and checklists so the program scales without linearly scaling headcount. Propose automation opportunities especially around invite tracking, AE response chasing, and briefing-doc assembly.

Leadership & Autonomy Expectations Own day-to-day operational execution independently with minimal oversight; escalate approvals, strategic decisions, and budget implications to Max and Julia. Work cross-functionally with Marketing Ops, Rev Ops, Finance, Procurement, Legal, Aes, ABPs, and external vendors with high autonomy. Proactively flag gaps missing responses, risky industries, stale lists, vendor slippage before being asked. Manage competing priorities across concurrent programs (e.g., CEO Forum wave sending while F1 Miami is a week out) and communicate trade-offs clearly.

Experience Requirements 3–5+ years of experience in executive events, field marketing operations, exec assistant / chief-of-staff-adjacent roles, or customer programs at a B2B company. Proven track record supporting invite-only, curated executive programs (CEO roundtables, advisory boards, hospitality events) scale of 50–250 carefully-selected attendees matters more than raw volume. Experience running multi-wave outbound invite campaigns and tracking responses across stakeholders (AEs, ABPs, external senders). Experience producing executive briefing documents or pre-read packages for senior leaders. Comfort with procurement/contract workflows (SOWs, pass-through invoicing).

Skills & Competencies Fluency in Google Sheets / Docs (pivot-level tracking, conditional formatting); comfort building and maintaining Typeform and Google Forms with conditional logic. Working knowledge of Salesforce (account context lookup); comfort learning Clay for contact enrichment. Experience with procurement tools (Zip, Ironclad or similar) and the patience to shepherd SOWs through legal. Exceptional attention to detail wrong email address on a CEO invite is a visible miss. Strong written communication: drafting on behalf of the team in senior-facing comms requires a polished, low-error voice. Project management across 4–6 concurrent programs with overlapping deadlines.

Travel Requirements: Both US & International Travel required Time Zone Requirements: PST and responsiveness in EMEA windows during EMEA events