Brand Events Operations Coordinator

Brand Events Operations Coordinator

The Sage Group's client, an AI safety and research company working to build reliable, interpretable, and steerable AI systems with a mission to ensure AI is safe and beneficial for both customers and society is seeking a Brand Events Operations Coordinator. Duration: EOY to start with potential extension and contract to hire Travel Requirements: Some travel if SF based, more travel if remote US only

We're seeking an experienced Event Operations Contractor to support the day-to-day execution of our tier 1 brand event programs, including conferences, brand activations and cross-event programs. This role will manage end-to-end operational workflows and own cross-event programs while building and maintaining process documentation and playbooks to scale across our broader event portfolio.

Key Responsibilities

• Registration & Communications Management
• Build and configure registration environments across platforms (Swoogo, Cvent) for marquee conferences, event series, and third-party sponsorship activations
• Develop and maintain registration reporting and analytics dashboards
• Manage attendee approval workflows and VIP registration processes
• Execute transactional and customer service email communications (confirmations, reminders, updates, waitlist management)
• Handle inbound attendee inquiries and escalations in support inbox
• Coordinate onsite registration operations and logistics, staff onsite as needed
• Speaker Training Program
• Coordinate and schedule speaker training sessions between employee speakers and external speaker training agencies
• Manage booking logistics and calendar coordination for training sessions
• Identify and recommend improvements to the program
• Onsite Meeting Coordination
• Coordinate and schedule onsite meeting requests between attendees, executives, and partners
• Manage meeting booking logistics and calendar coordination across multi-day events
• Identify and recommend tools or process improvements to streamline scheduling workflows
• Swag & Merchandise Operations
• Plan and manage event swag strategy, inventory, and ordering
• Coordinate shipping logistics for domestic and international events
• Track merchandise budgets and manage vendor relationships for fulfillment
• Ensure on-time delivery and quality control for event-branded materials
• Process Documentation & Playbook Development
• Create and maintain playbooks, templates, and SOPs for repeatable event processes
• Document best practices to enable consistency and scalability across the event portfolio
• Identify automation opportunities and recommend operational improvements
• Build training materials for cross-functional teams interfacing with events operations

Scope & Expectations

• Volume: Support 10+ tier 1 events annually
• Scale: Events ranging from 200 to several thousand attendees
• Event Types: Brand events and activations, Policy events and Executive events
• Focus: Operational execution and process documentation that scales across the event portfolio

Required Qualifications

• Technical Skills
• 5+ years experience in B2B event marketing and marketing operations
• Proficiency with event registration platforms (Swoogo and Cvent experience required)
• Working knowledge of Salesforce and HubSpot for campaign tracking and reporting
• Experience with procurement tools (Zip, Ironclad, or similar)
• Operations Experience
• Proven track record supporting large-scale events (500+ attendees) through multi-thousand attendee conferences
• Experience managing multiple concurrent programs with competing deadlines
• Strong vendor coordination and logistics management skills
• Background in swag/merchandise planning and fulfillment
• Process & Project Management
• Excellent attention to detail and quality control
• Strong documentation and process development skills
• Ability to work independently and proactively identify improvements
• Clear communication skills for cross-functional coordination
• Background in SaaS or technology company event operations
• Experience supporting SaaS conferences and field marketing events
• Experience coordinating international event logistics (shipping, vendors, multi-time zone coordination)
• Familiarity with swag/merchandise vendor management and fulfillment at scale
• Strong preferences Experience from fast-growing startup environments, such as Airbnb, Uber, Databricks, HubSpot, or similar companies

Compensation: $125 hour Location: Hybrid to San Francisco CA, but open to fully remote in USA Portfolio / Work Samples required with application