Coordinator, Events

ABOUT SWE

The Society of Women Engineers (SWE) for more than seven decades has given women engineers a unique place and voice within the engineering industry. Our non‑profit organization is centered around a passion for our members’ success and continues to evolve with the challenges and opportunities reflected in today’s exciting engineering and technology specialties.

Integrity |
Inclusive Environment |
Mutual Support |
Professional Excellence |
Trust

Our values shape our culture, drive our decisions, and define who we are. These values serve as the compass for our actions, encouraging a shared sense of purpose among our staff and sets the standard for how we conduct business.

We are seeking a Coordinator, Events who embodies the values, principles, and priorities that guide our initiatives as we continue to make a lasting impact on the future. The ideal candidate is someone who is highly organized, thrives in a fast‑paced, dynamic environment and is skilled at managing multiple projects and timelines simultaneously while consistently meeting deadlines. The ideal candidate will be a problem‑solver who is motivated to tackle new challenges, navigate complex tasks, and deliver high‑quality results under pressure.

Attention to detail is a must, as is the ability to adapt to evolving priorities and tasks.

The position of Coordinator, Events reports to Director, Events

• Manage and resolve all Salesforce Service Tickets related to registration for Annual Conference and WE Local Events throughout the year
• Assist with creation, assignment, and management of all registration codes
• Provide end‑to‑end support for the registration process, from initial setup through post‑registration assistance
• Run all reports through as needed
• Serve as a key on‑site team member for Annual Conference registration setup and operations throughout the conference

• Partner with the Events Team leadership to plan, coordinate and execute all sponsorship and partnership deliverables for the Annual Conference, ensuring alignment with the contractual commitment of the sponsors/partners
• Maintain and continuously update the SWE Annual Conference Partnership tracker, ensuring accuracy and real‑time visibility of deliverables, deadlines, and sponsor/partner assets
• Serve as the primary contact to partners, proactively managing outreach, and collection of deliverables, logos and other assets needed for each partnership
• Coordinate the ordering and distribution of promotional items, ribbons, and other sponsor related materials
• Assist with the tracking and managing sponsorship/partnership and exhibition contracts

• Assist with the development of the Exhibitor Services Manual and the monthly Exhibitor Bulletin
• Responsible for the overall exhibitor/trade show floor plan management to include (but not limited to) sign and edit Exhibitor and Interview Booth Floor Plan/s, be the primary contact for anything that needs to be addressed in EXPOCAD (renting of booths, deleting booths, changing floor layout, etc.)
• Responsible for any exhibitor changes that need to be made throughout the planning process
• Work directly with the GSC throughout the entire planning process
• Oversee all deliverables for partners/exhibitors
• Help exhibitors with technical difficulties (lead changes, login issues, description changes).
• Run Expocad reports as needed

• Create and update SOPs for new systems and processes as they arise
• Bring innovation and invention to event planning
• General assistance with Annual Conference as needed
• General assistance with WE Local conferences as needed
• Other duties as assigned

• Knowledge of Cvent, Expocad, Salesforce preferred
• Strong organizational skills with attention to detail; ability to follow schedules and prioritize to meet tight deadlines while managing multiple initiatives simultaneously
• Exceptional customer service skills, a focused listener, and a problem solver
• Ability to work with creativity and flexibility in a fast‑paced, high pressure environment
• Ability to work independently as well as collaboratively with internal and external stakeholders

This position currently has no direct reports.

This position works 40 hours a week. Travel can be expected 20% of the time.

• Associate degree or appropriate meetings and exhibits industry designations preferred
• 1‑2 year experience working in Salesforce
• 2 years experience working directly with Expocad
• Basic knowledge of Google applications
• Basic knowledge of Smartsheet
• Strong computer skills including Microsoft Office applications;
  Internet and technologically savvy.