Events Operations Specialist

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Events Operations Specialist based in Canada.

This is a hands-on events operations role responsible for turning a busy calendar of B2B events into smooth, well-coordinated experiences.
You will serve as the operational backbone for approximately 55 events annually, managing logistics, vendors, contracts, and event administration.
The role connects sales, finance, creative, operations, vendors, and event organizers to keep every stakeholder aligned from planning through execution.
You will own the details that make events successful, from booth setup and shipping to registration, invoicing, passes, collateral, and swag.
Working in a fast-moving environment, you will continuously adapt the event calendar as priorities and opportunities change throughout the year.
You will also help build repeatable systems, document best practices, and strengthen the event playbook so operations remain efficient and scalable.
This opportunity is ideal for an organized, proactive coordinator who enjoys bringing structure and calm to complex, deadline-driven event environments.

Accountabilities

Event Calendar Management:  Own and maintain the annual event calendar of approximately 55 events, adjusting priorities and timelines as requests and business needs evolve throughout each quarter.

End-to-End Event Operations:  Coordinate event logistics from planning through execution, including vendor relationships, booth builds, collateral, registration, exhibitor profiles, passes, VAT requirements, procurement, shipping, and promotional materials.

Administrative Management:  Manage event agreements and contracts, coordinate invoicing, and handle the setup and reconciliation of out-of-pocket expenses to maintain accurate and organized event administration.

Sales & Stakeholder Coordination:  Serve as the primary coordination point between sales teams and event operations, creating dedicated communication channels, managing requests through approval processes, coordinating onsite teams, and maintaining alignment throughout the event lifecycle.

Lead Operations Support:  Partner with data and operations teams by providing accurate pre-event lead list inputs and supporting post-event lead routing processes, while contributing the necessary information for effective reporting.

Event Feedback & ROI Support:  Collect and track qualitative feedback after events, including survey responses and sales input on lead quality, successes, challenges, and opportunities for improvement.

Creative & Content Coordination:  Work with Content and Social stakeholders to brief creative and design teams on booth requirements, printed materials, and other event-related assets.

Process Development:  Co-own and continuously improve the event operations playbook and standard operating procedures, documenting processes and lessons learned to create repeatable, scalable workflows.

Requirements

B2B Events

Experience:

Hands-on experience managing B2B field events, including booths, vendors, logistics, and time-sensitive event deliverables.

Coordination & Communication:  Excellent communication skills and a strong ability to act as the central coordination point across sales, operations, content, vendors, and other stakeholders.

Organization:  Naturally organized and proactive, with the ability to build calendars, systems, and repeatable processes rather than simply reacting to immediate requests.

Administrative Ownership:  Comfortable managing contracts, invoicing, expense reconciliation, procurement, and other operational administration as an integral part of the role.

Stakeholder Management:  Able to navigate approval processes, coordinate onsite teams, manage multiple priorities, and maintain momentum without requiring every step to be explicitly defined.

Process Mindset:  Interested in creating scalable systems, documenting processes, and building event playbooks that reduce reliance on individual knowledge.

Adaptability:  Comfortable working in a fast-paced environment where event priorities and calendars can change frequently from quarter to quarter.

Travel:  Willing and able to travel internationally for work-related events approximately once or twice per year.

Preferred Experience:

Experience in the travel industry, marketplace businesses, or community-led growth environments is an advantage, as is familiarity with Hub Spot, event ROI tracking, and building event SOPs…