Sales & Events Coordinator

Title: Sales & Events Coordinator

Location: Nashville, TN (on-site)

Department: Marketing

Employment type: Full-time, In-person

Compensation: $65K - 75k base plus $10K performance bonus ($75K - 85k OTE)

About us

American Estate & Trust (AET) is a Nevada-chartered trust company providing custody, trust administration, corporate trustee, and escrow services for alternative-asset investors. Since 2007 we've helped investors hold real estate, private equity, venture capital, private credit, digital assets, and more inside retirement and trust accounts. Today we serve 16,000+ clients and hold $2.5B+ in assets under custody, working with investment advisors, third-party administrators, family offices, fintech platforms, and deal sponsors.

We pair rigorous compliance with modern digital infrastructure, and now we're bringing that same approach to how we grow. We're building a full events program covering every way we meet clients, in person and online.

About the role

Our salespeople do their best work in front of people: on stage, on podcasts, and across the table. As our Sales & Events Coordinator, you'll make that happen more often and with less friction.

You'll own every AET sales and marketing event, in person and online: conferences, webinars, podcasts, and regional sales events. You'll find and manage the conferences we attend, and partner with up to three regional sales leaders to build a steady calendar of speaking engagements, podcasts, and local events in their markets. You'll own the logistics, communications, relationships, materials, and tracking behind all of it, working across marketing, sales, and compliance. You'll work closely with our Head of Content, who writes the copy and builds the materials you adapt for each event, and you'll use AI tools to execute at the pace of a larger team.

Why this role matters

Every AET account is recurring, and when an advisor firm, administrator, or platform chooses AET, it can bring dozens or hundreds of accounts with it. One well-chosen conference or speaking slot can start a partnership like that. You'll be the reason a great conversation turns into a booked event, a tracked lead, and a follow-up that actually happens.

What you'll do

Conferences and events

• Research and recommend industry conferences, then run the ones we commit to from registration through follow-up
• Plan and run webinars from topic and speakers through registration, hosting, and follow-up
• Secure speaking slots and venues for hosted dinners, lunch-and-learns, and breakout sessions
• Serve as the on-site point of contact at events
• Own relationships with organizers, venues, hosts, sponsors, and vendors
• Maintain a central events calendar with every deadline, plus a run of show and briefing doc for every event

Regional outreach

• Build a speaking calendar in each market: investor groups, real estate associations, chambers, and professional chapters
• Book podcast and media appearances and own those relationships from booking to publish
• Plan efficient travel that groups speaking engagements by area

Pipeline, content, and materials

• Keep each sales partner's HubSpot pipeline current, build pre-event hit lists, and make sure every lead gets follow-up
• Manage sales partners' social profiles, posting clips and updates on their behalf with compliance review
• Capture every recording and hand it to the Head of Content the same week
• Adapt templates into event decks, one-pagers, and speaker kits tailored to each audience
• Coordinate swag, signage, and printed collateral

Tracking, reporting, and budget

• Set up a HubSpot campaign, tracked link, and QR code for every event and appearance
• Report the ROI of every event and appearance to leadership
• Build and maintain the events playbook so every event runs the same way
• Manage the event budget, negotiate and route contracts for approval, and manage invoices and vendors

Your first 90 days

First 30 days: Learn and map

• Learn AET's services, our compliance review process, and how we use HubSpot
• Meet each sales partner and map their markets, audiences, and current commitments
• Audit the events calendar, booking tracker, and materials library
• Help run your first event or webinar alongside the team

Days 31 to 60: Take ownership

• Own the events calendar and booking tracker end to end
• Deliver a 12-month conference recommendation with costs and expected return
• Book the first speaking slots or podcast appearances for each sales partner
• Launch a consistent social posting cadence for sales partners, with compliance review
• Draft version one of the events playbook

Days 61 to 90: Run independently

• Run events from registration through follow-up on your own
• Have every event and appearance tracked with a HubSpot campaign, link, and QR code before it happens
• Deliver your first event ROI summary to leadership
• Have the next quarter's speaking calendar booked in each market
• Publish the events playbook

What you bring

• 2+ years booking events, speakers, or travel for someone else
• Conference or event marketing experience
• Clear, concise writing for pitch emails
• Highly organized; you manage multiple deadlines, stakeholders, and workstreams at once
• You use AI tools daily for writing, design, and workflow
• Hands-on CRM experience, ideally HubSpot: contacts, lists, and pipelines
• Comfortable with registration tools, shipping event collateral, and A/V setup
• Comfortable managing social profiles on behalf of other people

Nice to have

• Familiarity with finance or another regulated industry, especially alternative investments

Compensation and benefits

• $65K - 75k (based on experience) base salary plus a $10K performance bonus ($75K - 85K on-target earnings); part of the bonus is tied to shared team results
• Medical insurance
• Dental insurance
• Paid time off
• Travel: up to 10% (conference travel)

Equal opportunity employer

American Estate & Trust is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by law.