Event Operations Coordinator

Job Description

Job Description

At Sunlighten, we're not just about infrared saunas, we’re on a mission to improve lives through innovative health and wellness solutions. As a global leader in infrared sauna therapy, we are looking for an Event Operations Coordinator to lead the planning, coordination, and operational readiness of Sunlighten trade shows, industry events, and related activities. This role owns the event process from registration through closeout, coordinating teams, vendors, timelines, materials, travel, budgets, and event systems to deliver a consistent, well-executed experience. This team player thrives in a fast-paced environment and is able to handle multiple competing responsibilities.

Celebrating 25 years of innovation, Sunlighten has grown from its Kansas City roots to establish a global footprint, including expansion into the UK. With the global wellness market projected to reach $7 trillion in 2026, we are proud to be part of this dynamic and holistic shift. As leaders in light science and longevity, we create innovative solutions that help customers lead vibrant, active lifestyles.

Sunlighten is proud of the culture we have built. We foster a space with great training and support to ensure our employees have the tools they need to succeed. We would love for you to join our heart-led culture of caring, celebrating and winning- and winning the right way!

Duties/Responsibilities:

Event Planning and Readiness  

• Maintain the master event calendar, planning timelines, registration requirements, payment schedules, booth reservations, sponsorship deliverables, and critical milestones. 
• Document event requirements, identify schedule or resource risks early, and keep stakeholders informed of decisions, needs, and next steps.

Cross Functional Coordination  

• Serve as the operational point of contact across Sales, Marketing, Logistics, IT, and external partners; establish task ownership and follow up on deliverables. 
• Coordinate collateral, signage, branded merchandise, product literature, sauna displays, demonstration equipment, and supporting inventory so materials are current, complete, and delivered on time. 

Vendor Travel and Logistics Management  

• Manage organizer, exhibit-service, convention-facility, and other vendor relationships, including booth services, forms, confirmations, delivery instructions, move-in, move-out, and return shipping. 
• Coordinate attendee travel, hotel, ground transportation, itineraries, booth assignments, exhibitor access, setup schedules, and pre-event instructions. 

Live Event Support  

• Provide remote operational support during assigned events; coordinate urgent shipments, replacement materials, vendor resolution, and other time-sensitive needs to minimize disruption. 

Sales Operations and Financial Administration  

• Partner with Sales Operations and IT to prepare event lead sources, Salesforce requirements, lead-capture tools, post-event lead handoffs, imports, and assignments. 
• Maintain event budgets and expense records; coordinate purchase requests, invoices, payment deadlines, and approval requirements, and flag variances or cost-saving opportunities. 

Post Event Closeout and Improvement  

• Monitor return shipments, asset recovery, vendor and expense reconciliation, and post-event documentation; capture feedback and improve checklists, tracking tools, and standard procedures. 

Marketing & Sales Support Materials

• Create, edit, and format event and sales-support materials, including presentations, flyers, signage, and other documents, using Canva and Microsoft Office.
• Update existing templates, copy, images, and event details for quick-turn needs, coordinating with Marketing to keep materials accurate and on brand.

Additional Support

• Support the Business Development team with supplemental tasks and day-to-day administrative needs.
• Coordinate with sales representatives to ensure orders are created accurately and on time.
• Print and prepare collateral for events, sales activities, and other business needs.
• Follow up on Customer Care cases to help ensure timely resolution and keep representatives informed.
• Proactively check in with representatives to identify day-to-day support needs, address outstanding tasks, and help keep activities on track.

Requirements

• Must live in or be willing to commute to the Leawood, KS area to work from Sunlighten's HQ
• Experience in event operations, trade show coordination, project management, logistics, or a related field.
• Strong organization, time management, communication, and follow-through across multiple concurrent events and competing deadlines.
• Ability to coordinate vendors, purchasing, travel, shipping, and event-related logistics; anticipate issues and resolve routine operational challenges independently. 
• Exceptional attention to detail and proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications. 
• Availability for occasional evening, weekend, or after-hours support during scheduled events.
• Ability to create and modify professional-looking documents and basic visual content, with working knowledge of Canva or similar tools, plus Word and PowerPoint.

Preferences 

• Experience supporting multiple trade shows or industry events annually, including freight, exhibitor services, product displays, or event installations. 
• Familiarity with Salesforce or another CRM, project-tracking systems, event budgets, expense reconciliation, and vendor management. 

Benefits

• Hybrid schedule after training period
• Competitive Paid Time Off Policy + Paid Holidays + Floating Holidays
• Fully Equipped Fitness Center On-Site
• Lunch Program featuring a James-Beard Award Winning Chef
• Health (HSA & FSA Options), Dental, and Vision Insurance
• 401(k) with company contributions
• Profit Sharing
• Company Paid Life and Short-Term Disability Insurance
• Professional Development and Tuition Reimbursement
• Associate Discounts on Saunas, Spa Products and Day Spa Services

Sunlighten provides equal employment opportunity. Discrimination of any type will not be tolerated. Sunlighten is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.