
Association & Event Coordinator
Role Summary
Avivant Partners is seeking a natural planner who is highly organized and detail-oriented to support our association and event management business as the Association & Event Coordinator. This candidate will handle the logistics and administrative tasks of our finance and legal industry conferences and association clients. The role is responsible for providing support in booking venues, managing client and member communications, handling on-site needs, and supporting business operations and infrastructure.
Responsibilities
Assist in the management of live and virtual events, coordinating with cross-functional teams to lead project activities
Research, secure, and manage vendors, such as hotels, venues, restaurants, and audiovisual providers
Project manage events by facilitating client meetings and correspondence, providing regular project updates, and maintaining records within our project management software platform
Produce event-related materials including, speaker letters, event info packets, agendas, signage, badges, etc.
Pack and ship event materials, reordering supplies as necessary
Craft and deploy member communications
Lead speaker rehearsals and tech checks
Create and maintain Avivant-owned marketing materials including website, proposal templates, LinkedIn, prospect and customer outreach, etc.
Manage and execute approved budgets and track expenses
Handle payment processing for membership dues
Provide client reporting
Create and distribute meeting agendas
Organize materials procurement for various research and white paper projects
Own office administrative responsibilities including tracking expenses per client, up-to-date reporting in the project management system, responding to emails and phone calls timely, etc.
Benefits
● Remote position
● US Travel approximately 20% of the time; International travel approximately 5% of the time
● Health Benefits
● 401K Match
Experience Requirements
3+ years of professional work experience
Client service mindset
Professional communication skills such as client correspondence, experience with communication tools, and strong writing or AI prompt skills for producing new materials
Display high judgment and good instincts in the organization, administrative tasks, predicting needs of customers and senior partners, prioritization
Tech-savvy with an ability to problem-solve independently
Strong software skills in programs such as MSOffice, CVENT, DocuSign, Trello, WildApricot, YourMembership, Memberclicks, Wix, Zoom, and other digital platforms
Experience working with hospitality and event vendors including travel agents, hotels, Audiovisual, show decorators, restaurants
This is a full-time position with additional availability required for multi-day travel by air, train, or motor vehicle. Candidates must also be able to pack and carry supplies, assemble displays, arrange décor.
Resume and salary requirements can be submitted to careers@avivantpartners.com
Avivant Partners is committed to Equal Employment Opportunity and attracting and retaining the most qualified employees regardless of race, national origin, religion, sexual orientation, gender, age, or disability.