Project Coordinator, Events

Overview

Compensation

What you will do

• Project coordination & trackers
• Maintain the trackers that keep each project on the rails: speaker tracker, registration tracker, action and decision logs, asset checklist, and project calendar — keeping them current, accurate, and shareable as a single source of truth.
• Flag upcoming deadlines, dependencies, and gaps to program leads before they become problems.
• Schedule meetings, prepare agendas, send follow up meeting minutes, and coordinate meeting logistics across internal teams, clients, and vendors.
• Prepare and format client and project materials — decks, briefing documents, agendas, one-pagers — to a polished, client-ready standard.
• Maintain shared project files and folders with clear, intuitive organization.
• Handle confidential client, speaker, and project information with discretion.
• Research & briefing support
• Build speaker dossiers — backgrounds, recent work, public statements, affiliations, and points of view on relevant topics — to support program leads in outreach and briefing development.
• Produce organizational and stakeholder backgrounders on companies, agencies, NGOs, and policy actors relevant to client engagements.
• Run topical research scans — current affairs, business and policy trends, competitive landscapes — surfacing the most relevant angles, sources, and quotes for program leads.
• Verify contact details, titles, affiliations, and biographical information across all materials so client-facing documents are accurate.
• Contribute research inputs and supporting materials to briefing packets, run-of-show documents, and host/moderator scripts.
• Speaker operations
• Own day-to-day maintenance of the speaker and moderator database under the direction of program leads, including outreach status, response history, confirmations, and next steps.
• Collect, organize, and quality-check speaker assets — headshots, bios, video and presentation materials, social handles — ensuring compliance with A/V and client requirements.
• Manage the speaker registration tracker and inbound invitation requests in coordination with client and logistics leads.
• Assemble and format speaker briefing packets from program lead inputs, ensuring every speaker has what they need ahead of their session.
• Coordinate speaker travel, rehearsal scheduling, and pre-event logistics in partnership with program and production leads.
• Keep speakers and their teams informed in the lead-up to events: confirmations, logistics, dress code, run-of-show, day-of contacts.
• Correspondence & meeting follow-up
• Draft and route client, vendor, and speaker correspondence under the direction of program leads — invitations, confirmations, scheduling, logistics, thank-yous — ensuring timely, accurate, and professional communication.
• Sit in on client and stakeholder calls; capture clear notes covering decisions, next steps, owners, and dates.
• Drive post-meeting follow-up: send recaps to internal and client teams, route action items to owners, and chase outstanding responses until the loop is closed.
• Track inbound requests and outbound follow-ups across speakers, vendors, and partners so nothing falls through the cracks.
• Support program leads in keeping speakers, hosts, and partners informed and well-prepared at every stage of the project.
• Onsite & event support
• Travel to client events as required to support onsite logistics, registration, green room, and speaker handling.
• Help coordinate rehearsals, run-of-show distribution, and last-minute changes during event days.
• Support post-event wrap-up: thank-you communications, asset collection, and recap materials.
• What you bring
• Roughly 1-3 years of relevant experience in events, communications, journalism, research, consulting, or executive support — internships and rigorous undergraduate experience count.
• Tracker discipline. A near-obsessive eye for accuracy and a feel for keeping speaker databases, action logs, and project files clean, current, and trustworthy.
• Research instincts. Resourceful at finding accurate information quickly — speaker dossiers, organizational backgrounders, topical scans — and presenting it in a usable format.
• Follow-through. Comfortable closing loops: chasing responses, routing action items to owners, and making sure nothing falls through the cracks across multiple workstreams.
• Strong written communication. Polished, professional drafting in client and speaker correspondence; clear meeting recaps and well-structured notes.
• Organization. Comfortable juggling multiple workstreams, deadlines, and inboxes.
• Discretion. Comfortable handling confidential client, speaker, and project information.
• Service mindset. Proactive, responsive, and willing to roll up sleeves on whatever the team needs.
• Availability. Responsiveness on weekends and off-hours during active event windows; willingness to travel onsite as required.
• Generous spirit and a gracious sense of humor.