Job Description

Overview & Summary

The Event Coordinator supports the planning and execution of C3’s private B2B events—regional networking events, webinars, and our annual C3 Tech Summit (500+ attendees). This is an entry-level, fully remote role designed for someone who is organized, detail-driven, and energized by bringing experiences to life. You’ll own day-to-day coordination for many of our smaller events and support our Events Manager on larger programs (Tech Summit and Executive Retreats). Your focus is making sure timelines stay on track, logistics are buttoned up, attendee and asset details are accurate, and communications go out cleanly and on time. This role requires ~25% travel during peak season (May–November) to support events across Michigan, Indiana, Wisconsin and the Chicagoland area—typically 1–2 nights at a time.

Company Overview

C3 Technology Advisors is where innovation meets impact. We guide enterprises to smarter decisions in CX, complex connectivity, and cybersecurity powered by superior insights, a proven process, and a people you can trust. Our culture is electric, fueled by curiosity, ingenuity and action, confidence, extreme ownership and deep care for the success of others. Here, you don't just work in tech, you help shape the future of it.

Key Responsibilities

• Event logistics (regional events & webinars): Coordinate the operational details that keep events running smoothly - venue research and booking, coordinating event service providers (catering, AV, etc.) for smaller events, shipping materials, managing run-of-show details, and supporting virtual event setup and execution.
• Support flagship programs: Assist with execution for larger events like the C3 Tech Summit and select retreats—helping with operational coordination, timelines, attendee flow, and on-site needs under the direction of the Events Manager.
• Timeline & task management: Own event project plans and task lists in our project management platform. Ensure tasks are assigned, deadlines are met, details don’t slip, and risks are flagged early.
• Attendee tracking & reporting: Maintain RSVP lists, registration tracking, check-in lists, and post-event attendance data (e.g., in Smartsheet/CRM). Help compile post-event metrics and feedback so the team can measure success and improve the next event.
• Event communications: Coordinate event-related email sends and updates (invites, reminders, logistics details, and post-event thank you messaging). Partner with the marketing team to keep landing pages and thank-you pages accurate and up to date.
• Supplier sponsor coordination: Support event sponsorship operations with our Suppliers (solution providers in our portfolio) and Premier Partners—collect logos/assets, manage sponsor prep details, send confirmation/prep/thank-you communications, and help ensure sponsor deliverables are executed smoothly.
• Budget & documentation support: Help keep internal event documentation current (budget trackers, templates, checklists, sponsor trackers). Support invoice/purchase tracking and general event documentation hygiene.
• On-site event support: Travel to select events to assist with day-of execution—set-up support, check-in, coordinating with venue staff, troubleshooting details, and helping ensure an excellent attendee experience.

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