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Events Coordinator

Events Coordinator

MagicSchool AIWashington, DC, US
1 day ago
Job type
  • Full-time
Job description

Events Coordinator

As an Events Coordinator, you'll be the operational backbone of our Events & Regional Marketing teammanaging the logistics, vendors, and behind-the-scenes details that bring our national and regional events to life. You'll support the Events & Regional Marketing Specialists and Managers to ensure every booth, shipment, and setup runs flawlessly to make our national and regional events come to life.

This is a role for someone who thrives on precision, loves checklists, and takes pride in turning chaos into calm. You'll move quickly, balance multiple priorities at once, and anticipate what's needed before anyone asks. If you're detail-obsessed, eager to learn, and ready to make an impact fast, you'll fit right in.

Event Operations & Logistics

  • Manage logistics for national and regional events, including registration, shipping, AV, catering, travel, and booth coordination.
  • Coordinate vendor relationships, order materials, and manage event shipping timelines and tracking.
  • Maintain event inventories (booth assets, collateral, swag) and ensure materials arrive on time and in pristine condition.
  • Support onsite execution : setup, breakdown, vendor check-ins, and attendee experience.
  • Assist with post-event wrap-up : lead capture processing, reporting support, and invoice reconciliation.

Project Support & Team Enablement

  • Maintain the event calendar, ensuring deadlines and milestones are up to date.
  • Track all event assets, shipping numbers, and invoices in Asana / Notion.
  • Support cross-functional communication with creative, sales, and operations teams.
  • Provide administrative and coordination support to Specialists and Managers to ensure efficient event workflows.
  • Update Asana / Notion project boards, calendars, and internal tracking docs in real time.
  • Anticipate needs and flag blockers before they escalate"proactive" is your default.
  • Create and maintain checklists, timelines, and process documentation that keep the team running smoothly.

    • Communication & Collaboration

  • Communicate clearly with internal teams and external partners to keep information flowing.
  • Coordinate between Sales, Creative, and Marketing Ops to ensure every event has what it needs.
  • Represent the Events team with professionalism and urgencyboth internally and with vendors.

    • Success Looks Like

  • Every event runs smoothly, with zero missed shipments or surprises.
  • Logistics, vendors, and budgets are tightly organized and tracked.
  • The team always knows where assets and shipments standno chasing.
  • You're proactive, detail-oriented, and anticipate needs before others do.
  • You move quickly, prioritize ruthlessly, and keep calm under pressure.

    • Qualifications

  • 13 years in event coordination, marketing operations, or project support.
  • Strong organizational and time-management skills; thrives in fast-moving environments.
  • Comfortable juggling multiple deadlines and priorities with precision.
  • Proficiency in Google Workspace and project management tools (Asana, Notion, etc.).
  • Excellent communication and vendor management skills.
  • Bonus : Experience supporting B2B or EdTech events.

    • Why Join Us?

  • Work on cutting-edge AI technology that directly impacts educators and students.
  • Join a mission-driven team passionate about making education more efficient and equitable.
  • Flexibility of working from home, while fostering a unique culture built on relationships, trust, communication, and collaboration with our team - no matter where they live.
  • Unlimited time off to empower our employees to manage their work-life balance. We work hard for our teachers and users, and encourage our employees to rest and take the time they need.
  • Choice of employer-paid health insurance plans so that you can take care of yourself and your family. Dental and vision are also offered at very low premiums.
  • Every employee is offered generous stock options, vested over 4 years.
  • Plus a 401k match & monthly wellness stipend

    • Our Values :

  • Educators are Magic : Educators are the most important ingredient in the educational process - they are the magic, not the AI. Trust them, empower them, and put them at the center of leading change in service of students and families.
  • Joy and Magic : Bring joy and magic into every learning experience - push the boundaries of what's possible with AI.
  • Community : Foster community that supports one another during a time of rapid technological change. Listen to them and serve their needs.
  • Innovation : The education system is outdated and in need of innovation and change - AI is an opportunity to bring equity, access, and serve the individual needs of students better than we ever have before.
  • Responsibility : Put responsibility and safety at the forefront of the technological change that AI is bringing to education.
  • Diversity : Diversity of thought, perspectives, and backgrounds helps us serve the wide audience of educators and students around the world.
  • Excellence : Educators and students deserve the best - and we strive for the highest quality in everything we do.
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