Senior Event Coordinator

Title: Senior Event Coordinator

Hours: Monday–Friday

Location: Onsite in Beaverton, OR

Type: Direct Hire

About VTM Gro

upVTM Group provides professional services for some of the world’s most advanced technologies and the organizations that drive them, bringing companies together to move technology forward. If you are interested in building long-lasting relationships with clients and helping in continuing our record of success, then VTM Group is a great place to start your career or continue to evolve i

t.
About the R

oleThe Senior Event Coordinator is responsible for end-to-end planning and execution of domestic and international technology events, conferences, and tradeshows. You will manage multiple events simultaneously, each in varying stages of planning. Responsibilities include everything from registration management and venue selection to vendor negotiations, onsite event management, and post-event reporti

ng.
While creativity is welcome, our events are primarily professional, industry-focused programs, and not typically brand activations or themed producti

ons.
What You’ll Be

Doing
Event Planning & Coordi

• nationPlan, manage, and execute multiple events, including tradeshows, conferences, workshops, and member mee
• tings.Participate in event strategy sessions with client teams to align goals, objectives, and deliver
• ables.Manage event budgets: track expenditures, reconcile invoices, and report on budget status regu
• larly.Manage registration systems: prepare communications, track responses, and oversee onsite che
• ck-in.Set up mobile event apps, including agendas, speaker bios, sponsor recognition, and
• logos.Oversee event logistics: food and beverage coordination, production schedules, venue and facility management, and shipping of mate
• rials.Negotiate and manage contracts with venues, hotels, AV providers, and other ve
• ndors.Plan and execute ancillary events, including private dinners, entertainment, and transport

ation.
Sponsorship

• SupportManage sponsorship deliverables, communications, and activations before, during, and after
• events.Support the creation of sales materials such as event prospectuses, sponsorship packages, and promotional coll
• ateral.Oversee sponsor fulfillment including branded activities like onsite demos, member marketplaces, signage, speaking opportunities, and exhibit pr
• esence.Track sponsor commitments and ensure sponsor benefits are executed accurately and professi

o

nally. Event Marketing & Attendee Eng

• agementCoordinate marketing activities to promote events at each stage of the attendee j
• ourney.Partner with the marketing and PR teams on event promotion, landing pages, social media campaigns, and press opportu
• nities.Support onsite and digital attendee engagement, including demos, signage, and interactive exper
• iences.Collect and analyze attendee and event data to guide post-event reporting and recommend

a

tions. Tradeshow Man

• agementManage all aspects of trade show participation, including booth planning, production, shipping, setup, teardown, and lead ret
• rieval.Oversee sponsorship activations and branding opportunities such as member displays, onsite demos, special receptions, and sponsor fulfi
• llment.Coordinate speaker submissions, onsite speaker logistics, and ensure booth materials and promotional items are delivered on time and aligned with brand sta

ndards.
Onsite Event E

• xecutionServe as the lead onsite contact, conducting pre-conference meetings with venues and suppliers as
• needed.Oversee setup, registration, troubleshoot challenges, and ensure smooth event execution and br

e

akdown

• . TravelDomestic and international travel up to 25% (with onsite support lasting up to 7 days depending on the

event).

• 
  About YouBachelor’s degree in Communications, Business, Marketing, or a related field — or equivalent professional e
• xperience.Minimum of 3 years of event management experience (international event experienc
• e a plus).Proven ability to successfully manage multiple projects simultaneously in a fast-paced, deadline-driven en
• vironment.Highly adaptable, agile, and comfortable navigating change and shifting p
• riorities.Exceptional attention to detail and strong organization
• al skills.Skilled in contract negotiation, vendor management, and onsite event coo
• rdination.Excellent verbal and written communication abilities, with a professional and customer-focused
• approach.Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adob
• e Acrobat.Experienced in managing event budgets, tracking expenses, and reconciling financia
• l reports.Ability to build strong professional relationships and work collaboratively across cross-functio
• nal teams.Composed and resourceful under pressure, able to solve problems quickly in high-stress or last-minute s

ituations.
Applicants must be authorized to work for ANY employer in the US. We are unable to sponsor or take over sponsorship of employ

ment Visas.
The above statements are intended to describe the general nature and level of work. They are not to be construed, as an exhaustive list of all employee responsibilities, duties and/or skil