Marketing Events Operations

Event Operations Contractor

Location: San Francisco, CA (Hybrid - 2x/week in office ideal)

Duration: 6-month contract with potential for extension

Commitment: 40 hours per week

Start Date: ASAP
Compensation: $125/HR W2

The Role

We're seeking an experienced Event Operations Contractor to build and scale the operational foundation for our highest-visibility programs from intimate policy roundtables to multi-thousand person developer conferences. This is a 0-to-1 operational role where you'll own end-to-end registration systems, merchandise operations, and customer service workflows while creating the playbooks and documentation that will become our center of excellence.

You'll support 10 tier 1 events annually including policy and developer conferences, solution launches, executive programs, and third-party sponsorship activations.

What You'll Do

Registration & Communications Management

• Build and configure registration environments from scratch across platforms (Swoogo, Cvent) for multi-track, multi-audience events
• Develop registration analytics dashboards and reporting for internal stakeholders
• Manage attendee approval workflows, VIP processes, and waitlist operations
• Execute customer service communications and manage support inbox
• Design and coordinate onsite registration, check-in, and badging experiences

Onsite Meeting Coordination

• Coordinate and schedule onsite meetings between attendees, executives, and partners
• Manage meeting logistics and calendar coordination across multi-day events
• Identify and recommend tools or process improvements to streamline scheduling workflows

Swag & Merchandise Operations

• Plan event swag strategy, manage inventory, and coordinate ordering
• Coordinate domestic and international shipping logistics
• Track merchandise budgets and manage vendor relationships
• Ensure on-time delivery and quality control for event-branded materials

Process Documentation & Playbook Development

• Create operational playbooks, templates, and SOPs for repeatable event processes from scratch
• Document best practices to enable consistency and scalability across the event portfolio
• Identify automation opportunities and recommend operational improvements
• Build training materials for cross-functional teams

Leadership & Autonomy

• Own day-to-day operational execution independently with minimal oversight
• Work cross-functionally with Marketing Ops, Finance, Procurement, and vendor partners
• Proactively identify gaps in documentation and process, proposing solutions before being asked
• Manage competing priorities across concurrent event timelines and communicate trade-offs clearly

What You Bring

Required Experience

• 5 years in Event Marketing Operations or Event Technology roles
• B2B SaaS industry experience
• Proven track record supporting large-scale events from 500 to multi-thousand attendee conferences
• Valid passport (10-15% travel, majority domestic with some international)

Registration Platform Expertise (Critical)

Deep, hands-on experience building and managing complex registration systems including:

• Configuring registration platforms from scratch for multi-track, multi-audience events
• Building custom reports, forms, and data collection workflows
• Managing registration capacity allocations, approval processes, and waitlists
• Maintaining customer support inboxes and processing attendee inquiries
• Designing onsite check-in experiences, badging systems, and attendee flows
• Creating internal registration dashboards and stakeholder reporting
• Managing data hygiene and translating backend data to frontend attendee experiences

You should be able to speak to specific examples of registration platform builds at 500-1,000 attendee scale.

Process & Documentation

• Demonstrated ability to create operational playbooks and SOPs from scratch
• Built scalable documentation at a growing company
• Extremely detail-oriented and process-minded comfortable managing complex spreadsheets and data
• Shows initiative in identifying and fixing broken processes without being told
• Builds systems designed for scale, not one-off solutions

Working Style

• Operates autonomously with minimal oversight; knows when to escalate
• Interfaces confidently with cross-functional stakeholders independently
• Immaculate written and verbal communication skills (critical for customer service management)
• Comfortable with both high-visibility work (onsite execution) and behind-the-scenes operations (data processing, swag logistics)
• Operations-minded individual contributor on the event technology or marketing operations career path

Required Tools

• Salesforce (required)
• Cvent (required)
• Swoogo, Splash, HubSpot (nice to have)

What Success Looks Like

You'll establish the operational backbone that allows our events program to scale efficiently while maintaining quality and attention to detail. You'll create documentation and processes that become the foundation for how we run events building a model that other teams can replicate and follow.

Our Green Flags

We're looking for candidates who:

• Have built playbooks or SOPs from scratch at a scaling company
• Can speak to specific examples of registration platform builds at 500-1,000 attendee scale
• Show initiative in process improvement don't wait to be told what's broken
• Are comfortable with both the glamorous (on-site execution) and unglamorous (data entry, swag shipping) sides of events