Event Coordinator - Community Marketing

Boston, MA
Marketing – Marketing
Full Time
The Event Coordinator is responsible for contributing to the planning, logistics, and execution of Klaviyo community events and will report to the Community Marketing Events Manager. You’ll interact directly with vendors, as well as members of the Klaviyo team who are participating in events. From pre-event work all the way through helping organize documentation of the events and their impact, your role is essential at every step of the process.

Klaviyo community events range from 15-20 workshops per year with 50 - 100 attendees and a large annual conference, Klaviyo:BOS. For each event and per the direction from the Community Marketing Events Manager, you’ll work with various venues, hotels, vendors, our design team, Klaviyo staff, and other key stakeholders during the entire event lifecycle.  

You will be reliable, meticulously organized, detail oriented, and able to work under pressure and within tight deadlines and budgets. You will have strong relationship and project management skills and creative marketing experience. You will be eager and willing to listen, learn, follow, and have a roll-up-your-sleeves collaborative attitude. 

This position requires significant travel (US and International).

Key responsibilities include:

Sourcing vendors and venues. We host multiple events across various cities and countries. You’ll do online and offline research to identify fantastic vendors for us to work with and ideal venues to host our upcoming events. You’ll create comparisons to be presented to the Community Marketing Events Manager that will help with decision-making and coordinate the contracts and invoices at each stage. 

Coordinating logistics. There are lots of moving parts with each of our events - strong project management skills and organization is a must. You will help source venues, hotels, and vendors, along with coordinating swag, shipping, and travel and accommodations. You will be cognisant of the event budget during the entire process and reconcile all contracts and invoices in a timely manner. You will be responsible for helping ensure our events run smoothly and be able to handle situations as they arise professionally and bring them to the attention of the on-site manager or Community Marketing Events Manager (when applicable). 

Email marketing and social media. Every event needs promotion. You’ll work closely with the Community Marketing Events Manager and Email Marketing Manager to come up with campaign ideas, promotional plan, schedule, email copy, and design aesthetic. You’ll also get creative and think of fun social media campaigns to promote events, as well as a social plan during the event. You’ll own our Klaviyo community Facebook page and update it regularly.

Coordinating staff and travel. We send 15+ team members to some of our events and staff close to 200 for our annual event. For some events, we may be bringing our customers and other ecommerce professionals to us to speak. You’ll work closely with them to coordinate their travel and related expenses, and make sure everything runs smoothly. 

Provide on-site support. You will be responsible for supporting the on-site manager or the Community Marketing Events Manager during events. This could include last minute changes to the agenda or website, helping with an attendee or staff  situation, shipping out an email campaign, or even getting lunch or running coffee to speaker. You are the right-hand man/woman! You will help coordinate vendors during setup and breakdown as well as make sure staff is on time and doing what they are tasked to do.

What You'll Need To Succeed:

    • 2 years of experience in event planning.
    • At least 1 year experience in marketing, PR, communications, social media, or facility management.
    • Undergraduate or graduate degree - preferred majors: Business, Marketing, Programs & Events or Communications.
    • A collaborative “we” attitude and team spirit.
    • Software proficiency in: MS Suite, Google, Salesforce, social media platforms, event management platforms (Eventbrite/Entegy/Bizzabo/cvent a plus).
    • Multi-channel communication skills.
    • Exceptional organization, project coordination, and attention to detail.
    • Prioritizing effectively and work efficiently under tight deadlines.
    • Ability to travel within the US and International (must have valid a Passport)

In the first 30 days, you’ll have:

    • Reviewed details, logistics, and feedback, from our 2019 workshops.
    • Gotten up to speed on the basics of our product.
    • Become familiar with our Salesforce setup and how to run reports.
    • Start organizing logistics for our 2020 workshops

Within 90 days, you’ll have:

    • Produced your first event in early 2020.
    • Started assisting in the planning for Klaviyo:BOS 2020.

Within 1 year, you’ll have:

    • Produced more than a 10+ events.
    • Assisted in producing Klaviyo:BOS 2020.
    • Built strong relationships with vendors in multiple cities. 
    • Compiled the steps and resources for Klaviyo community event logistics so we can continue to scale
About You

You’re naturally organized, energetic, and resourceful, with a can-do attitude. You see the connection between getting the details right behind the scenes and creating an outstanding experience for event attendees. You read the fine print. You welcome last-minute changes and new ideas, particularly when they’ll make an event even better. You enjoy building relationships across your workplace to develop a foundation for collaboration. You’re also a clear communicator, incredibly organized, a problem-solver, and someone who enjoys travel. You have at least 2 years of event planning experience and at least 1 year of marketing experience. You take direction well and can listen and learn.

About Us

Klaviyo is a team of people who are crazy motivated by growth. It’s what we help our customers do: grow their businesses by making it possible and easy for them to use their data to power better marketing. It’s how we behave as individuals: we’re all deeply passionate about learning. It’s how we manage our business: we have thousands of paying customers, we’re profitable, and we’re growing insanely fast.  And it’s what our culture is all about. Working at Klaviyo means you’ll work on things you never imagined you would; you’ll grow in ways you didn’t consider possible; and you’ll do the best work of your career with people who are just as motivated and talented as you are. If this sounds like your type of place to work, drop us a note!