Events and Partnership Coordinator

Events & Partnerships Coordinator

The Events & Partnerships Coordinator manages logistics, speaker schedules, travel coordination, and preparation for ITR Economics speaking engagements, webinars, virtual presentations, association events, trade shows, and sponsorship opportunities where ITR participates as a presenter, sponsor, or attendee. This full-time role is designed for a highly organized, responsive, and proactive professional who can protect speaker time, represent ITR professionally with clients and event organizers, and help increase the business value of event participation through leads, association relationships, sponsorships, and partnerships.

Key Responsibilities

• Coordinate logistics and scheduling for onsite keynotes, webinars, presentations, association presentations, sponsored opportunities, trade shows, and other third-party events where ITR participates.
• Maintain speaker calendars across multiple systems.
• Proactively monitor speaker calendars, identify conflicts or overload, and recommend schedule blocks, travel buffers, or adjustments.
• Serve as the primary liaison among speakers, clients, event organizers, associations, speaker bureaus, vendors, and internal teams.
• Coordinate pre-event calls, due dates, AV checks, speaker forms, bios, logos, presentation materials, travel details, and participation requirements.
• Arrange speaker travel, transportation, lodging, onsite meetings, dinners, receptions, and other event-related commitments.
• Prepare speakers with organized travel options, clear recommendations, schedules, event details, and timely updates.
• Prepare and distribute materials needed for speaking engagements, trade shows, sponsorships, and association events.
• Help identify opportunities to strengthen association relationships, sponsorship value, event partnerships, lead generation, and post-event follow-up.
• Track event contacts, leads, outcomes, sponsorship commitments, and follow-up needs in HubSpot or other internal systems.
• Collaborate with sales, marketing, speakers, client success, operations, and leadership to ensure ITR's participation is professional, coordinated, and aligned with business goals.
• Assist with process improvements, templates, checklists, and occasional office or operational support.

Desired Skills & Experience

Qualifications

• Event, speaker engagement, or meeting coordination experience required.
• Travel coordination experience required.
• Experience managing multiple calendars or supporting multiple executives, speakers, consultants, or client-facing professionals strongly preferred.
• Experience with associations, sponsorships, trade shows, webinars, or professional events preferred.
• Associate degree or higher preferred.
• Two to five years of experience in event coordination, administrative support, marketing support, sales support, executive support, or a related field.
• Experience with HubSpot, Asana, Outlook, TripIt, TeamUp, CRM systems, project management tools, or similar platforms preferred.

Skills & Attributes

• Exceptional attention to detail, organization, and follow-through.
• Strong written and verbal communication skills.
• Responsive, reliable, and able to support occasional travel or event needs outside standard business hours.
• Calm under pressure and able to solve problems quickly and professionally.
• Proactive in anticipating needs, identifying risks, and protecting speaker time.
• Strong relationship-building skills with clients, vendors, associations, partners, speakers, and internal teams.
• Professional, personable, and comfortable serving as a client-facing representative of ITR.
• Able to manage multiple engagements, deadlines, schedules, and priorities at once.
• Comfortable balancing logistics with business development support, lead generation, sponsorship value, and partnership growth.

Success in This Role Looks Like

ITR Economics' participation in speaking engagements, webinars, trade shows, association events, and sponsored opportunities is organized, professional, and well-coordinated. Speakers are prepared, travel is easy, calendars are protected, and unnecessary friction is minimized. Clients, associations, event organizers, and vendors view the coordinator as professional, responsive, and helpful. ITR's participation creates measurable value through stronger relationships, leads, sponsorships, partnerships, visibility, and future opportunities.