Events & Outreach Specialist

Company: TerraFirma

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About the Role

TerraFirma is seeking an organized, outgoing Events & Outreach Specialist to represent the company at various events. This is an early-career role reporting to the Brand & Marketing Lead, focused on identifying event opportunities, building relationships, and managing event logistics. The role involves working closely with marketing, recruiting, business development, and operations teams to ensure successful event participation and to build the company's events and outreach function.

Key Responsibilities

• Research and identify relevant conferences, trade shows, industry meetups, recruiting events, and community opportunities.
• Maintain an events calendar with key details such as dates, audiences, estimated costs, participation options, and registration deadlines.
• Recommend event participation strategies (attend, exhibit, speak, sponsor, host) with clear justifications.
• Proactively engage with event organizers, industry associations, trade schools, workforce programs, venues, and potential partners, managing follow-ups.
• Collaborate with marketing, recruiting, and business development to define clear objectives and plans for each event.
• Coordinate event logistics including registrations, vendors, travel, shipping, signage, swag, and printed materials within budget.
• Create event briefs, schedules, and checklists for team preparedness.
• Organize, maintain inventory, and manage the readiness of event materials.
• Support event setup, attendee check-in, guest experience, and breakdown, troubleshooting issues as they arise.
• Capture contacts and next steps, and distribute them to the appropriate internal owners.
• Track event expenses and prepare concise recaps including attendance, key connections, lessons learned, and future participation recommendations.

Requirements & Tech Stack

• Spreadsheets
• Calendars
• Shared documents
• Project trackers

Qualifications

• Up to 2 years of experience in events, marketing, outreach, hospitality, recruiting coordination, or a related field (internships, campus organizations, and volunteer event experience are applicable).
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Clear and confident communication skills, including initiating emails, making phone calls, and in-person introductions.
• A practical, problem-solving approach and the initiative to take proactive steps.

Preferred Skills & Experience

• Experience planning or supporting trade shows, conferences, or recruiting events.
• Experience coordinating vendors, travel, or event budgets.
• Interest in construction, robotics, technology, or infrastructure development.
• Familiarity with the construction or industrial trade show circuit in Texas.

Additional Requirements

• Willing to work on-site in Buda, TX.
• Willingness to travel throughout Texas and the U.S. for events.
• Availability for occasional early morning, evening, or weekend events.
• Comfort operating in a fast-paced startup environment with evolving priorities.