Events & Operations Coordinator
CAMPS (Center for Advanced Manufacturing Puget Sound) is an advanced manufacturing association that supports manufacturers across Washington State. They are seeking an Events & Operations Coordinator to manage operational details for events, communications, and member administration, ensuring smooth logistics for in-person and virtual meetings.
Responsibilities
- Coordinate logistics for ~1 in-person event per month and 2–3 Zoom member meetings per month
- Own event timelines and run-of-show checklists (venue, catering, A/V, supplies/materials, registration, day-of needs)
- Support day-of execution: attendee check-in, setup, vendor/sponsor coordination, and issue resolution
- Set up Zoom meetings: scheduling, invitations, speaker/panel coordination, run-of-show support, and basic troubleshooting
- Complete post-event wrap-up within 48 hours when possible (thank-you email support, survey links, attendance tracking, internal notes/updates)
- Complete post-event/meeting reports to staff
- Support sponsor logistics: confirmations, benefit fulfillment, logo collection, signage/table needs, and on-site coordination
- Coordinate vendor details: quotes, scheduling, confirmations, deliverables, and deadlines
- Track commitments to ensure sponsor/vendor deliverables are fulfilled accurately and on time
- Build, schedule, and send event promotion emails in HubSpot using CAMPS templates and staff direction
- Maintain and update email lists/segments for event communications
- Track basic email/event metrics and share results with the team
- Enter and maintain member and company records (new members, updates, tagging/fields, accuracy checks)
- Generate lists/exports for event communications and internal reporting
- Support onboarding administration (welcome communications and internal coordination)
- Provide responsive, professional communication with members, sponsors, and partners
- Support scheduling and coordination tasks for the CAMPS team
- Maintain shared templates, checklists, and process documentation to improve consistency and reduce rework
Skills
- Strong organizational skills and consistent follow-through; able to manage multiple deadlines and details
- Excellent written and verbal communication skills (clear, timely, professional)
- Service-oriented and confident in communicating with members, sponsors, and partners
- Proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint) and comfort with learning new tools
- Ability to work effectively in a remote environment with reliable responsiveness and self-management
- Valid driver's license, reliable transportation, and ability to travel to monthly events (mileage reimbursed)
- Experience supporting events (in-person and/or virtual) or other coordination-heavy roles
- Familiarity with HubSpot (email marketing/workflows) and/or MemberLeap (membership databases/CRM)
- Experience working with sponsors, vendors, or partner organizations
- Comfort using modern productivity tools (including AI-assisted drafting/summarizing) with good judgment and confidentiality
Benefits
- Health benefits
- Mileage reimbursement for work travel
Company Overview