Events Coordinator (Part-time, Temporary)

Employment Type: Part-time Duration: August to January Hours: Up to 25 hours per week Pay Rate: $40 - $55 per hour

Position Overview

We are seeking a detail-oriented and highly organized individual to support our Events Team across a variety of key initiatives, including trade shows, customer conferences, and general event logistics. This role involves coordinating staff travel, managing event registration systems, assisting with event documentation and communication, and providing day-to-day administrative support. The ideal candidate is proactive, tech-savvy, and comfortable managing multiple priorities in a fast-paced environment.

Responsibilities

Trade Show Support

• Coordinate and track staff travel logistics:
  • Create and manage Navan travel links
  • Coordinate staff hotel needs with internal stakeholders
  • Track all travel booking processes on spreadsheet
• Assist with registering staff for name badges
• Assist with creating pre-show decks and "Know Before You Go" documents
• Handle post-show logistics:
  • Sending out giveaways

Customer Conference Support

• Coordinate staff travel logistics:
  • Create and manage Navan travel links
• Manage Passkey room block system for staff:
  • Complete Cvent Academy Passkey trainings
  • Handle all staff hotel bookings & changes on the back end
• Assist with customer service emails:
  • Process refunds, cancellations, and name swaps
  • Answer basic event questions (more complex questions/concerns can be directed to Events Team)
• Assist with Cvent platform tasks:
  • Assist with pulling weekly registration reports
  • Monitor speaker & partner registrations
  • Assist team to build and QA the Cvent event app
  • Perform final cross-checks between Cvent app and final agenda room plotting sheet for accuracy

Miscellaneous Events Administrative Support

• Assist with swag orders as needed
• Future trade show vetting

Requirements

• Strong organizational skills and attention to detail
• Ability to multitask
• Reliable, flexible, and ability to work independently
• Experience with travel tools (e.g., Navan), event platforms (Cvent, Passkey) is a plus
• Proficient in Google Workspace (Docs, Sheets, Drive)
• Prior event support or logistics experience is a plus

About Us

We are laid back but buttoned up, offering a casual work environment with remote work flexibility. We have a passion for developing creative, innovative best-in-class solutions that directly contribute to the success of our customers. We care deeply and deliver service and solutions that make a real difference in the lives of our clients and their businesses. We openly accept others as they are and build strong partnerships based on trust. Teamwork and collaboration are key to helping our colleagues and customers solve their challenges. Our team is energetic, fun, naturally inquisitive, and eager to make an impact.

Our Work Environment

• Remote-First Global Work Community: WorkWave provides an innovative and dynamic remote-first Global Work Community that encourages growth, creativity, and collaboration. Your ideas matter, and your growth is a priority.
• Flexibility: WorkWave promotes a healthy work/life balance and provides employees with the flexibility of collaborating in the office or the option to work virtually. Our teams are well-versed in working collaboratively in a fully virtual environment.
• Location: Our HQ is based at our state-of-the-art home office in the historic Bell Works complex located in Holmdel Township, New Jersey. Offices are available for use when remote work isn't feasible or for cross-training and team building.

Application Instructions

Please refer to the original job posting for specific application instructions.