Event Operations Coordinator

About the Role

We are seeking a detail-oriented, proactive Event Operations Coordinator to join the Dow Jones Energy Events team. Reporting to the Events Director, this role supports the operational and logistical planning and execution of live events from pre-production through post-event evaluation. The successful candidate will assist with vendor management, event technology, budget administration, project planning, and onsite event execution while helping deliver exceptional experiences for attendees, sponsors, and stakeholders.

Key Responsibilities

• Event Logistics Coordination:
• Assist in planning and managing event logistics, including:
• Venue selection and vendor management
• Registration and attendee management
• Food & beverage coordination
• Sponsorship fulfillment and deliverables
• Hotel accommodations
• Audio-visual production
• Floor plans and room layouts
• Décor, signage, and branded materials
• Event technology, including event websites, registration platforms, and mobile event apps
• Project Management: Develop and maintain project plans, timelines, critical paths, production schedules, and operational checklists to ensure successful event execution.
• Financial Administration: Track event expenses, create purchase orders, process invoices, and manage payments to ensure events remain within budget.
• Stakeholder Collaboration: Build strong working relationships with event internal stakeholders, senior leadership, sponsors, and external vendors to ensure seamless event coordination.
• Event Technology: Develop expertise in event technology platforms, including registration systems, event websites, mobile apps, onsite registration equipment, and attendee engagement tools.
• Additional Responsibilities: Take on additional responsibilities as the Events team continues to grow and evolve.

Requirements & Tech Stack

• Technology Proficiency: Experience using event management platforms such as Cvent, event websites (e.g., WordPress), mobile event apps, and attendee engagement tools.
• Project Management: Strong organizational skills with the ability to manage multiple projects, timelines, budgets, and competing priorities while maintaining a high level of quality.
• Vendor Management: Experience working with third-party vendors, reviewing contracts, and supporting negotiations.
• Problem-Solving: Demonstrated ability to think critically, solve problems proactively, and remain calm in fast-paced or changing environments.
• Strategic Thinking: Strong attention to detail balanced with forward-thinking decision-making that supports business objectives and exceptional event experiences.
• Collaboration: Ability to work effectively across departments while building strong relationships with internal and external stakeholders.
• Communication: Excellent written and verbal communication skills with the ability to communicate professionally at all organizational levels.
• Adaptability: Willingness to work flexible hours, including evenings and weekends during peak event periods, while supporting international business schedules.
• Physical Requirements: Ability to lift and move materials weighing approximately 15–30 pounds when required.
• Travel: Up to 25% (domestic and international) to support onsite event setup, execution, and breakdown. Candidates should reside within reasonable proximity to a major U.S. airport to support travel requirements.

Qualifications

• Experience: 0-2 years of corporate event management experience, particularly with mid-sized to large events. Proven ability to execute successful events.
• Positive, high-energy, solution-oriented mindset with the ability to thrive in a fast-paced environment.
• Passion for continuous learning and improving operational excellence.
• Innovative thinker who embraces technology and identifies opportunities to improve processes and attendee experiences.
• Collaborative team player who values inclusion, partnership, and shared success.
• Professional judgment with the ability to make informed decisions and adapt quickly to changing priorities.