Client & Event Specialist

Archwest is searching for a Conference and Trade Show expert!

The Client Experience and Event Specialist is responsible for planning and executing Archwest Capital’s hosted events, client experiences, and participation in sponsored industry conferences. This position manages the full event lifecycle, including planning, adhering to budget, vendor coordination, attendee communications, on‑site execution, and post‑event follow‑up.

The position also supports Archwest’s client experience strategy by developing and coordinating relationship‑nurturing programs such as closing gifts, milestone recognition, holiday gifting, referral initiatives, loyalty programs, and targeted client communications.

The ideal candidate is a highly organized project manager who can manage multiple events and client programs simultaneously, build strong relationships with clients and vendors, and deliver a consistently professional experience that reflects the Archwest brand. This position requires regular travel and occasional evening and weekend work.

• Maintain a comprehensive calendar of hosted client events, dinners, entertainment experiences, sponsored conferences, trade shows, and other company programs.
• Manage events from initial planning through completion, including objectives, project plans, timelines, budgets, guest lists, staffing, vendors, and post‑event follow‑up.
• Coordinate all event logistics, including venue selection, contracts, food and beverage, audiovisual requirements, transportation, accommodations, entertainment, signage, branded materials, gifts, and other event needs.
• Manage Archwest’s participation in sponsored conferences, including sponsorship deliverables, attendee registrations, exhibitor requirements, booth assignments, speaking opportunities, promotional placements, and organizer deadlines.
• Coordinate booth setup, staffing, collateral, promotional items, shipping, storage, and breakdown for conferences and trade shows.
• Develop detailed event schedules and run‑of‑show documents that clearly define timing, responsibilities, vendor requirements, and contingency plans.
• Partner with the Sales team to manage RSVPs, schedule meetings, and coordinate follow‑up activities.
• Prepare and distribute event communications, including invitations, confirmations, reminders, agendas, venue information, travel details, and post‑event messages.
• Serve as the primary on‑site contact for hosted events and sponsored conferences, ensuring that guests, employees, vendors, and event partners have the information and support needed for successful execution.
• Anticipate potential issues, respond quickly to changing circumstances, and resolve logistical or guest‑experience concerns professionally.
• Manage event contracts, deposits, invoices, and expense reconciliation in coordination with Marketing, Finance, and other internal stakeholders.
• Monitor event spending and ensure that programs are executed within approved budgets.
• Conduct post‑event reviews to evaluate attendance, client engagement, opportunities generated, feedback, expenses, and overall effectiveness.
• Maintain event checklists, templates, vendor records, timelines, and documented procedures to improve consistency and efficiency.

• Develop and maintain a year‑round calendar of client engagement, appreciation, recognition, and relationship‑nurturing activities.
• Coordinate closing gifts for borrowers, brokers, and other key relationships, ensuring that gifts are appropriate, personalized, approved, and delivered on time.
• Manage client milestone recognition programs, including funding milestones, relationship anniversaries, repeat‑client achievements, and other…