Events Operations Coordinator (Part Time - Temporary)

We are seeking a detail-oriented and highly organized individual to support our Events Team across a variety of key initiatives, including trade shows, customer conferences, and general event logistics. This role involves coordinating staff travel, managing event registration systems, assisting with event documentation and communication, and providing day-to-day administrative support. The ideal candidate is proactive, tech-savvy, and comfortable managing multiple priorities in a fast-paced environment.

This is a part-time, temporary role from August to January, with up to 25 hours of work per week.

WHAT YOU’LL DO:

1. Trade Show Support

• Coordinate and track staff travel logistics:

- Create and manage Navan travel links

- Coordinate staff hotel needs with internal stakeholders

- Track all travel booking processes on spreadsheet

• Assist with registering staff for name badges

• Assist with creating pre-show decks and Know Before You go docs

• Handle post-show logistics:

- Sending out giveaways

2. Customer Conference Support

• Coordinate staff travel logistics 

- Create and manage Navan travel links

• Manage Passkey room block system for staff

- Complete Cvent Academy Passkey trainings 

- Handle all staff hotel bookings & changes on the back end

• Assist with customer service emails

- Process refunds, cancellations, and name swaps

- Answer basic event questions 

- More complex questions/concerns can be directed to Events Team

• Assist with Cvent platform tasks:

- Assist with pulling weekly registration reports 

- Monitor speaker & partner registrations

- Assist team to build and QA the Cvent event app

- Perform final cross checks between Cvent app and final agenda room plotting sheet for accuracy 

3. Miscellaneous Events Administrative Support

• Assist with swag orders as needed

• Future trade show vetting 

• Strong organizational skills and attention to detail
• Ability to multitask
• Reliable, flexible, and ability to work independently
• Experience with travel tools (e.g., Navan), event platforms (Cvent, Passkey) a plus
• Proficient in Google Workspace (Docs, Sheets, Drive)
• Prior event support or logistics experience a plus

WHAT YOU SHOULD KNOW ABOUT US:  

• We are laid back but buttoned up. We offer a casual work environment and remote work flexibility and have a passion for developing creative, innovative best in class solutions that directly contribute to the success of our customers

• We care deeply and deliver service and solutions that make a real difference in the lives of our clients and their businesses

• We openly accept others as they are and build strong partnerships based on trust

• Teamwork and collaboration is key to help our colleagues and customers solve their challenges

• Our team is energetic, fun, naturally inquisitive and eager to make an impact, we invite you to join us! 

LOVE WHAT YOU DO, NO MATTER WHERE YOU DO IT: 

• Join our Remote-First Global Work Community: WorkWave provides an innovative and dynamic remote-first Global Work Community that encourages growth, creativity, and collaboration. No matter what stage of your career or where you live, WorkWave is your place to be part of a global company with a startup feel, where your ideas matter and your growth is a priority. 

A GLOBAL COMPANY WITH A LOCAL PRESENCE:

 • We know that there are benefits of being in the office and working from home. WorkWave promotes a healthy work/life balance and provides employees with the flexibility of collaborating in the office or the option to work virtually if desired. Our teams are well versed at working collaboratively in a fully virtual environment.   

• Our HQ is based at our state of the art home office in the historic Bell Works complex located in Holmdel Township, New Jersey. We keep our offices available to all to use when working remotely isn’t feasible, or to help with cross training, team building and/or brainstorming. 

• We have employees in over 30 states, 7 countries and many regional offices - each with their own set of perks and opportunities to give back to the local community.  

• Whether you work remotely or take advantage of one of our offices, you’ll find a community of WorkWavers that value diversity, and care deeply about our products, clients, our communities and each other.

RELAX, WE'VE GOT YOU COVERED: 

• Employees can expect a robust benefits package, including health and dental and 401k with company match

AND BEYOND...

• Find your perfect work/life balance with our Flexible Time Off policy or generous PTO plan (role dependent) and paid holidays

• Up to 4 weeks paid bonding leave

• Tuition reimbursement

• Robust Employee Assistance Program through TotalCare offering free counseling 24/7/365, plus financial counseling, legal guidance, adoption assistance services and much more!

• 24/7 access to virtual medical care with Teladoc

• Quarterly awards based on peer nominations

• Regional discounts and perks

• Opportunities to participate in charitable events and give back to the community 

GROW WITH US: 

• We understand the impact of attracting and keeping top talent and reward intellectual curiosity and a thirst for personal and professional growth

• Encouraging our employees that already have an intimate knowledge of and passion for our products to apply for other roles within our walls just makes sense!

• Our employees have access to extensive video libraries for soft skill and role specific training available 24/7 and live trainings are provided throughout the year 

JOIN OUR WINNING TEAM! 

• 10 Time winner of Best Place to Work in New Jersey by NJBiz!

• WorkWave has been recognized with multiple awards for its outstanding products, growth and culture, including the Inc. 5000, SaaS Award, IT World Awards, Globe Awards, Silver Stevie Award for Employer of the Year, and Best Place to Work Inc. Magazine

• Recently named one of The Software Report's 3rd annual list of the Top 100 Software Companies of 2022 (worldwide!)  

We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status: Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At WorkWave, we are dedicated to building a diverse, inclusive and authentic workplace, so if you feel like you could make a great impact in this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may just be the right candidate for this or other roles!

WorkWave supports salary transparency, however please note that salary estimates provided by websites (LinkedIn, Glassdoor, etc.) and not by WorkWave may not accurately reflect the actual salary range for the position.