The Event Specialist is responsible for coordinating and executing conferences, educational programs, networking events, and roundtable discussions across California, Nevada, and Utah. This role serves as the lead for event logistics, timelines, production coordination, and onsite execution while reporting to the Director of Education and internal teams to ensure seamless event delivery and exceptional attendee experiences.

This position plays a key role in managing event operations including venue logistics, audiovisual coordination, food & beverage execution, exhibit hall fulfillment, event timelines, and onsite support. The Event Specialist is expected to travel and lead onsite operational execution for conferences and events when necessary.

Event planning experience is required. Strong proficiency with Monday.com and Cvent.

Key Responsibilities

Event & Conference Operations

• Coordinate and execute conferences, educational programs, networking events, and roundtable discussions across multiple states.
• Develop and maintain detailed event timelines, operational checklists, run-of-show documents, and production schedules.
• Support onsite execution including registration operations, room management, speaker logistics, attendee flow, and staff coordination.
• Coordinate exhibit hall logistics and oversee sponsor fulfillment execution in partnership with relationship owners.
• Assist in creating event flow documentation, agendas, timelines, and operational scripts.
• Work closely with the Engagement Manager to ensure credit union support and coordination is seamless.
• Monitor and track event budgets, identifying cost saving opportunities and implementing creative solutions to maximize resources while maintaining a high-quality attendee experience.

Logistics & Vendor Coordination

• Serve as a primary point of contact for venues, audiovisual teams, catering partners, decorators, and operational vendors.
• Coordinate room sets, banquet event orders (BEOs), production schedules, signage, materials, and onsite logistics.
• Ensure all operational details are executed accurately and on schedule.

Technology & Project Coordination

• Manage project workflows and team coordination through Monday.com.
• Build and manage event logistics within Cvent including registration management, reporting, attendee communications, agenda updates, and onsite tools.
• Track project progress and maintain organized event documentation and reporting.

Team

• Tracking operational responsibilities and monitoring progress toward deadlines and event deliverables.
• Support a collaborative and solution-oriented team.

Administrative & Operational Support

• Assist with invoice coordination, expense tracking, and post-event reconciliation.
• Support post-event evaluations and operational reporting.
• Maintain organized event files, production documents, and operational materials.

Core Competencies

• Conference & Event Operations
• Multi-Project Coordination
• Onsite Event Execution
• Exhibit Hall Logistics
• Vendor & Venue Coordination
• AV & F&B Coordination
• Timeline & Workflow Management
• Operational Problem Solving
• Attention to Detail
• Professional Communication
• Script & Run-of-Show Development
• Project Management Systems
• Adaptability in Fast-Paced Environments