Job Details

The Assistant Conventions & Events Coordinator supports the Conventions & Events Coordinator in planning, organizing, and executing conventions, meetings, conferences, and internal/external events. This role focuses on (but is not limited to) logistics coordination, vendor and venue support, attendee communications, and on-site event execution to ensure events run smoothly, stay on budget, and align with organizational goals and brand standards.

This role will be hired as a temporary / part-time assignment until the end of May 2026 with work hours not to exceed 20 per week.

Your Impact:

Event Planning & Logistics Support

• Assist with event timelines, planning checklists, run-of-show documents, and task tracking.
• Coordinate logistics including travel, shipping, room blocks, registrations, signage, catering, and A/V needs.
• Maintain event calendars, schedules, and event documentation (contracts, invoices, permits, certificates of insurance).
• Support room layouts, seating charts, floor plans, and exhibitor/booth preparation as needed.

Vendor, Venue, and Partner Coordination

• Request quotes, collect bids, and support vendor selection processes.
• Communicate with venues, hotels, and vendors to confirm deliverables, deadlines, and setup requirements.
• Track vendor orders and ensure timely receipt of materials and services.
• Assist with sponsor/exhibitor coordination, including fulfillment and day-of support.

Attendee Experience & Communications

• Support attendee registration processes, confirmations, and help with desk responses.
• Distribute event communications (invites, reminders, agendas, logistical updates, post-event follow-ups).
• Coordinate the preparation of attendee materials including badges, packets, agendas, and digital resources.
• Coordinate special accommodations and customer service needs in a timely and professional manner.

Budgeting, Tracking, and Reporting

• Track expenses, purchase orders, invoices, and reimbursements under direction of the Coordinator.
• Help maintain budget spreadsheets and reconcile event costs.
• Support post-event reporting including attendance metrics, survey results, and lessons learned.

Administrative & Team Support

• Schedule planning meetings, document notes, and track action items.
• Maintain shared folders and file organization for event assets and records.
• Provide general administrative support to the Conventions & Events Coordinator and cross-functional partners.

Successful Candidate Will Have:

• 1-3 years of experience in event coordination, administrative support, hospitality, marketing operations, or related fields (or equivalent combination of education and experience).
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiencies with Outlook, Wrike, and Airtable are preferred.

Preferred Qualifications

• Familiarity with basic procurement processes, contracts, and vendor management.
• Prior on-site conference/convention support experience.
• Basic understanding of brand standards and marketing collateral production.

Key Skills & Competencies

• Detail-oriented with strong follow-through.
• Calm under pressure and adaptable to changing priorities.
• Customer-service mindset with a professional, helpful approach.
• Strong collaboration skills across internal teams and external partners.
• Comfortable working independently with clear direction and priorities.

Work Environment / Travel

• This is a 100% remote position.
• MacBook (with optional external monitor) will be provided.
• Travel may be required for very select conventions/events (rare, if ever).
• Must be able to work occasional evenings and weekends during event periods.

One80 Intermediaries is part of Arrowhead Intermediaries, a global insurance distribution platform that offers deep specialization, scale, and innovation across wholesale brokerage, program administration, and specialty insurance. With more than 7,000 professionals worldwide and a collective portfolio exceeding $18 billion in premium placed in 2024, our combined organization delivers a diverse trading platform for insurance carriers as well as expanded access and niche solutions for brokers and customers navigating complex and hard-to-place risks. The platform combines entrepreneurial culture with operational excellence to deliver tailored solutions and long-term value across the insurance ecosystem. For more information, please visit one80.com.If you have any questions about this posting, please contact ...@one80.com.

Pay Range:
$21.63 - $24.00 Hourly

The pay range provided above is made in good faith and based on our lowest and highest annual salary or hourly rate paid for the role and takes into account years of experience required, geography, and/or budget for this role.

One80 Intermediaries is an equal opportunity workplace and is committed to ensuring equal employment opportunity without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.

Learn more about working at One80 Intermediaries by visiting our careers page: www.one80.com/careers.

Personal information submitted by California applicants in response to a job posting is subject to One80's California Job Applicant Privacy Notice .