Event Coordinator
The Event Coordinator is responsible for contributing to the planning, logistics, and execution of Klaviyo events. 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 organizing documentation of the events and their impact, your role is essential at every step of the process.
You’ll also be traveling to events, ensuring that they run smoothly, and making sure we ship everything we need back. You’ll also track documentation of all expenses and interface with our finance team.
Our events range from workshops with 50 - 70 attendees; smaller gatherings; and a larger conference we’re launching in 2018. For each event, you’ll work with contractors, venue contacts, our office manager, our design team, and other key stakeholders to keep processes on schedule, track down answers to questions, and figure out tricky issues before, during, and after the show.
This is an ideal role for someone with high standards who enjoys every aspect of event planning — and who is excited to roll up their sleeves in an organization that is growing fast and tackling on an increasingly exciting events schedule. This position requires travel.
Key responsibilities include:
Sourcing vendors and venues. We host events in New York, LA, and everywhere in between. 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 that will help with swift decision-making and manage the paperwork at each stage.
Coordinating logistics. There are lots of moving parts with each of our events. Boxes getting shipped, special bagels for gluten-free guests, last-minute additions to our event handouts. You’ll handle situations as they come up and get out in front of them more and more with each subsequent event you work on.
Managing travel. We send 15+ team members to some of our events. And for others, we may be bringing our customers and other ecommerce professionals to us. You’ll work closely with them to coordinate their travel and related expenses, and make sure everything runs smoothly.
Getting Started / Key Outcomes
In the first 30 days, you’ll have:
- Reviewed details, logistics, feedback, and budgets from all 2018 Klaviyo events to date.
- Gotten up to speed on the basics of our product.
- Become familiar with our Salesforce setup and how to run reports
- Sat in on 5 sales or customer success calls to better understand our customers.
- Met with members of the accounts payable, product, support, sales, and success teams.
Within 90 days, you’ll have:
- Become known within the organization as the go-to person for event logistics and travel.
- Identified ways to streamline related processes, including travel requests.
- Produced your first event.
Before you hit your first year anniversary, you’ll:
- Produced more than a dozen events.
- Taken on recommending and managing budgets for each event.
- Built strong relationships with vendors in multiple cities.
- Compiled the steps and resources for Klaviyo event logistics into a internal guide.
About YouYou’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, a problem-solver, and someone who enjoys travel. You may or may not have worked on corporate events in the past. You ponder how to delight both internal event stakeholders as well as those attending the event, always considering how to go above and beyond. About UsKlaviyo 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!