Event Coordinator

Event Marketing Coordinator Execute the field. Own the details. | MirrorWeb Reports to: Sr. Director of Marketing Location: Austin, TX preferred (hybrid) This is a junior, execution‑focused role. Strategy and playbooks are provided. Your job is to make sure everything that’s supposed to happen actually happens, precisely, and on time. Sourced and influenced pipeline is the North Star for this role. You co‑own and are measured against that number alongside the marketing team, and it’s what you align your performance around. About MirrorWeb MirrorWeb is a rapidly growing, AI‑native communications supervision company backed by a leading private equity firm. We are replacing the legacy compliance infrastructure that broker‑dealers, private equity firms, asset managers, and RIAs have relied on for decades with a modern, intelligent system built for the way regulated businesses actually operate today. We work with some of the most sophisticated financial services organizations in the world, we are growing fast, and the market opportunity in front of us is significant. This is a company in an accelerating phase: category leadership is well on its way, the team is exceptional, and the work is genuinely consequential for the compliance professionals and institutions that depend on us. The Opportunity We are hiring for precision, reliability, and capacity. MirrorWeb's events and field motion is growing: industry conferences, private dinners, virtual events, and an expanding Compliance Consultants Program that runs across field, digital, and content. You co‑own a sourced and influenced pipeline number tied directly to the events and activations you run, and are measured against it alongside the rest of the marketing team. You will work directly alongside the Sr. Director of Marketing and the wider marketing team to make sure every activation is flawlessly executed. The strategy is given to you; your job is to take ownership of every detail and run it without being chased. If you are the kind of person who wakes up at 6am before an event to confirm the AV is set up and the printed materials are at the right table, and then comes back with a clean post‑event readout and knows exactly which attendees converted to pipeline, this is the role. This is also a learning role. You will be embedded in a modern, AI‑first marketing team at a growth‑stage B2B SaaS company. If you have the raw capacity and want to grow into a full field or event marketing career, the ceiling is yours to set. What You’ll Own — Run the Field Events, Dinners & Activations You own the end‑to‑end execution of MirrorWeb's field motion: industry conferences, private dinners, virtual roundtables and webinars, and the Compliance Consultants Program touchpoints. The strategy is set; you make sure every detail happens precisely and on time. Manage end‑to‑end logistics for the full event calendar: booth scheduling, vendor coordination, travel and hotel blocks, swag and gifting, dinner reservations, car services, and on‑site setup. Serve as the primary point of contact for venues, vendors, and logistics partners. Build and maintain event runbooks and pre‑event checklists so nothing gets missed and nothing depends on memory. Own post‑event wrap‑up: attendee lists, asset returns, and a clean readout back to the team. Run the field and events layer of the Compliance Consultants Program (owned by the Sr. Director of Marketing across field, digital, and content). Manage scheduling, invitations, venue coordination, run‑of‑show, and follow‑up logistics for program events and roundtables. Coordinate the virtual roundtable and webinar program end‑to‑end: scheduling, speaker management, platform setup, show flow management, run‑of‑show documents, recording, and follow‑up distribution. Own the logistics calendar so the team always knows what's in flight. Own the Numbers: Pipeline, HubSpot & Reporting Sourced and influenced pipeline is the North Star. You co‑own that number alongside the team and make sure every activation is tracked, attributed, and reported cleanly. Co‑own a sourced and influenced pipeline number tied to the field and events motion. You are not just executing logistics; you are running activations expected to generate and influence pipeline, and you and the team are measured against that number. Build and manage pre‑event outreach and post‑event follow‑up sequences in HubSpot, collaborating with content, BDR, Sales, and CSM teams. Maintain event and program contact lists with accurate tagging and segmentation. Deliver a clean post‑event readout after every activation: attendee list, MQLs generated, opportunities influenced, pipeline sourced, spend vs. budget. Partner with the marketing team and RevOps on attribution so every event, webinar, and dinner has a clear line to revenue in HubSpot. Track event‑level spend against budget in real time, flag overruns early, process vendor invoices, and keep clean records for ELT reporting. How You’ll Work: AI‑First JD This is a hands‑on, AI‑first role. You'll use AI tools (Claude and the team's purpose‑built workflows) as a genuine productivity layer, not a novelty: compressing event brief prep, attendee research, post‑event readouts, and program communications. We expect you to actively build familiarity and flag places where AI can replace manual work. What You Bring 0–2 years of experience in B2B marketing, event coordination, program support, or a closely related field. Strong internship or project experience counts. Exceptional organisational ability and a maniacal attention to detail. You do not let things fall through the cracks. You build systems so they can't. A bias for action and ownership. You don't wait to be reminded. You follow through and you communicate proactively when something is at risk. Basic HubSpot familiarity or a fast‑learning mindset to get there quickly. Comfortable with AI tools, or excited to become so. You see AI as a way to do more with less, not as something to fear. Clear communicator: written and verbal. You can draft a clean vendor brief, a pre‑event attendee email, or a post‑event readout without hand‑holding. Austin‑based preferred. Must be comfortable with 10–20% travel to industry events and regional activations. Nice to Have Prior exposure to financial services, compliance, or regulated‑industry brands. HubSpot certification or demonstrated experience managing contact lists and simple automations. Experience using AI tools for marketing workflows (Claude, ChatGPT, Notion AI, etc.). Background in event production, hospitality, or B2B conference coordination. #J-18808-Ljbffr