Events Coordinator
Position Overview:
NeuroFlow is seeking a highly organized, proactive Events Coordinator to lead the planning and execution of internal and strategic external events. This person will be responsible for owning events from ideation to execution, creating high-impact experiences for employees, clients, and stakeholders. The ideal candidate has experience building internal events from scratch, thrives in a fast-paced environment, and brings creativity, precision, and strong cross-functional collaboration skills.
This is an initial 3 month contract.
Key Responsibilities
Internal Event Planning & Execution
- End-to-end ownership of internal event planning—from concept development to post-event follow-up—for employee engagement, team-building, company milestones, and leadership summits.
- Maintain and manage the internal events calendar, ensuring alignment with broader company initiatives and timelines.
- Collaborate with People Ops, Marketing, and Leadership teams to define event goals, themes, and content, ensuring alignment with NeuroFlow’s culture and values.
- Coordinate logistics, including venue setup (in-office or offsite), tech requirements, catering, guest speakers, materials, and internal communications.
- Oversee vendor relationships including venues, A/V, catering, and experience providers.
- Manage budget planning and tracking for all internal events, ensuring cost-effective execution without sacrificing experience.
Company-Hosted Strategic Events
- Serve as the lead project manager for flagship events such as NeuroFlow’s annual Client Summit and Investor Days.
- Drive planning sessions, manage timelines, and hold internal stakeholders accountable for deliverables (e.g., content, speaking roles, materials).
- Handle event promotion and communications, including invites, reminders, and day-of logistics support.
- Act as the primary onsite coordinator, ensuring seamless event execution in collaboration with agencies or event partners.
- Manage guest experience from start to finish—including RSVP tracking, travel coordination, gifting, and follow-ups.
Support for External Events
- Assist in the execution of external conferences and industry events NeuroFlow participates in or sponsors.
- Coordinate event logistics, internal readiness, marketing materials, travel support, and post-event follow-up.
- Manage event swag, printing of collateral, booth shipments, and lead capture processes.
Cross-Functional Communication & Collaboration
- Support the Marketing team with internal and external communications related to events.
- Partner with internal teams to identify opportunities to elevate employee and client experience through meaningful event moments.
- Leverage relationships with internal stakeholders and external thought leaders to source speakers for webinars or panel events.
- Track key data points post-event (e.g., attendance, feedback, engagement) and contribute to reporting and insights.
Operations & Process Ownership
- Regularly review and optimize the internal event planning process, documentation, and vendor relationships.
- Maintain and oversee the event and swag inventory, restocking as needed and ensuring high-quality branded experiences.
- Manage internal budgets for events and marketing swag, ensuring accurate quarterly tracking and forecasting.
Qualifications
- 4+ years experience in event coordination or internal communications, with a proven ability to own and scale internal events.
- Demonstrated success organizing both in-person and virtual experiences.
- Strong project management skills—able to juggle multiple priorities, timelines, and stakeholders with confidence.
- Excellent communication skills, both written and verbal.
- Experience with tools like Google Workspace, Canva, Airtable, and event platforms (e.g., Splash, Hopin, Eventbrite).
- Creative, resourceful, and solutions-oriented mindset.
- High attention to detail and a passion for creating memorable experiences.
