Conference and Events Specialist

Aline is a leading provider of senior living software solutions, integrating sales, marketing, operations, leasing, billing, and resident care into a single, user-friendly platform designed to improve efficiency and resident experiences.

We are committed to developing and delivering technology solutions for senior living leaders that drive growth and improve operational efficiency while enhancing the lives of the older adults we serve. Our values act as the cornerstone of our organizational culture, informing our team’s daily efforts and our company behavior.

Position Overview:

We are seeking a highly organized and detail-oriented Conference and Events Coordinator to join our Go-To-Market (GTM) team. This role manages the logistical execution of Aline’s participation in industry events (25+ annually), internal events (4+ annually), and provides support for client/partner events (10+ annually). You will work closely with Marketing, Sales, RevOps and Customer Success teams to ensure seamless event experiences that contribute to brand awareness, lead generation, and customer engagement. This position reports to the Director of Marketing Operations.

Key Responsibilities

• Event Planning and Management:
  • Plan and manage all aspects of internal events, industry conferences, and provide support for client/partner events.
  • Develop detailed tasks, timelines, and budget tracking for all events.
  • Conduct research to identify new event opportunities and venues.
  • Schedule and conduct regular planning meetings with stakeholders before each event.
• Logistics Coordination:
  • Coordinate logistics including venue selection, catering, transportation, hotel accommodations, swag ordering, shipping, and other trade show requirements (lead scanners, electrical, Wi-Fi, furniture rentals, etc.).
  • Ensure all necessary equipment and materials are available, shipped on time, and set up properly.
  • Provide equipment setup instructions for booth and event spaces.
  • Manage and utilize attendee management tools.
• Budget Management:
  • Manage event budgets, ensuring cost-effective solutions and financial oversight.
  • Code all event-related expenses accurately in Ramp, using the appropriate expense groups.
  • Source and present branded item options.
  • Manage budget allocation for event-related expenses.
• Vendor Management:
  • Source and liaise with external vendors for catering, audio-visual equipment, decorations, booth items (furniture, tablecloths), and even source new booth designs for review as needed.
  • Negotiate contracts and agreements with vendors to secure favorable terms.
  • Monitor vendor performance and ensure compliance with agreements.
• Marketing Collaboration:
  • Collaborate with the marketing team to distribute promotional materials and campaigns for events.
  • Execute on event concepts/themes aligned with company goals and brand image as decided by GTM Leadership.
  • Manage event registration and attendee tracking systems before and after the event.
• On-Site Event Management:
  • Travel to select internal and industry events to provide on-site logistics and oversee event brand setup, execution, and teardown.
  • Oversee the setup, execution, and teardown of events.
  • Ensure all events run smoothly and address any issues that arise promptly.
  • Coordinate with staff and volunteers to ensure roles and responsibilities are clearly defined.
  • Manage return shipping.
• Post-Event Analysis:
  • Collect and analyze feedback from attendees, vendors, and internal stakeholders.
  • Prepare detailed post-event reports, including financial summaries and lessons learned.
  • Implement improvements for future events based on feedback and analysis.
• Lead Identification:
  • Collaborate with Sales/Marketing to identify leads based on target personas and event activity.
  • Track and report on attendee engagement and lead generation.
• Internal Coordination & Communication:
  • Organize and facilitate dedicated meetings with stakeholders of all title levels.
  • Manage event-specific Slack channels for communication and resource sharing.
  • Disseminate pre- and post-event resources to relevant teams.
  • Communicate professionally with Sales Reps regarding travel and meal expectations.

Qualifications:

• Bachelor’s degree in Event Management, Marketing, or related field.
• CAPM certification preferred.
• 3+ years of experience in event planning and management.
• Experience in stakeholder management across all title levels.
• Excellent organizational and time-management skills
• Strong communication and interpersonal abilities
• Proficiency in project management tools and software
• Ability to work independently and as part of a team
• Experience with budget management and expense tracking
• Strong communication and negotiation abilities.
• Ability to meet tight deadlines.
• Flexibility to travel as required.

Benefits:

• Competitive salary
• Health, dental, and vision insurance.
• Retirement savings plan with company match.
• Opportunities for professional development and career advancement.
• Collaborative and innovative work environment.

Tagged as: Cross-Functional Collaboration, Event Management, Logistics Coordination