Events Specialist

About this position

About XYPN

XYPN is the only turnkey advice and planning platform that makes it possible for fee-only financial advisors to build the independent firm of their dreams with complete autonomy. We do this through ongoing advocacy and access to education and training, curated technology, compliance support, community, and back-office and client support services.

This is an opportunity to join a company on a mission to help others—and you—live your best lives.

About the role

As the Events Specialist on XYPN's Advisor Engagement team, you will support the planning, coordination, and execution of member experiences that help advisors connect, learn, and engage with the XYPN Network. You will manage logistics and attendee experiences across a variety of programs, including XYPN LIVE, Retreats, Meet-Ups, and other member engagement initiatives.

While you'll work within Advisor Engagement to execute high-quality events and experiences, you'll also collaborate closely with teams across XYPN to ensure programs align with member needs and organizational goals. Through strong project management, communication, and operational execution, you'll help create seamless experiences that strengthen member engagement and foster meaningful connections across the Network.

What you'll be doing

• Assist in the overall planning and execution of XYPN’s virtual and in-person events, including the annual conference, XYPN LIVE and Retreats.
• Own the coordination and execution of the XYPN Meet-Up program
• Execute logistics for industry conferences, including task management and delegation, booth packing and shipping, and managing supplies.
• Coordinate the event platform for XYPN LIVE, including setup, configuration, testing, launch, and support to ensure a seamless attendee experience before, during, and after the event.
• Maintain event lists and logistics, including attendee registration, exhibitor registration and materials, team schedule, and vendor management.
• Support marketing operations for virtual webinars, including helping team members across the organization prepare for event participation, practice runs, and post-event follow-up.
• Lead our swag program, from researching products to advising on design, ordering, and monitoring the swag budget.
• Manage XYPN's member calendar, ensuring event information is accurate, up to date, and communicated effectively across member-facing channels.
• Manage the events inbox; field questions, and ensure timely responses.
• Ensure all XYPN LIVE website details are consistently accurate and up to date.
• Draft event guides, templates, and event correspondence for speakers, exhibitors, and team members.
• Other here-and-there tasks and projects to support the day-to-day planning of XYPN events with greater efficiency.

Measurables:

• Meet-Ups CSAT/NPS

The Deets:

Start Date: Immediately

Status: Full-time (40-45 hours per week with flexible schedule)

Team: Advisor Engagement

Reports To: Director of Advisor Engagement

Direct reports: None

Travel: Up to 15% travel (e.g., 2-3 weeks /year) required for team retreats and other company events

What you'll bring to the table:

Must-Haves

• 1-3+ years of event planning experience
• You have excellent project management, organizational skills, and a strong eye for detail.
• You have efficient time management skills and can manage several tasks with multiple priorities and deadlines.
• You have effective verbal, written, and interpersonal communication skills.
• You're a whiz at data reporting and CRM management.
• Works well in a fast-paced, team environment
• Familiarity in self-directing your days—you can manage your projects and tasks, seek out support, and re-prioritize as needed.
• Legally authorized to live and work in the United States without present or future need for sponsorship.

What would make us drool:

• College degree in Hospitality, Marketing, or other related field.
• Experience working with event management platforms, Hub Spot CRM, and project management tools like Monday, Teamwork, or Asana.

XYPN welcomes applications from individuals who may have had nontraditional career paths, or who may have taken time off for family reasons (e.g., children, caring for disabled or elderly…