Event Coordinator at PATRIOTCLAIMS LLC

, , United States -

Full Time

Start Date

Immediate

Expiry Date

09 Sep, 26

Salary

45000.0

Posted On

11 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Planning, Vendor Management, Project Management, Budgeting, Contract Negotiation, Logistics Coordination, Brand Management, Lead Generation, Cvent, Eventbrite, HubSpot, Microsoft Office Suite, Google Workspace, Asana, Monday.com, Notion

Industry

Insurance

Description

EVENT COORDINATOR (REMOTE) Salary Range: $40,000 – $45,000 Annually POSITION OVERVIEW At VetClaims.AI, we are committed to simplifying the VA claims process and advocating for veterans with clarity, speed, and integrity. Every team member plays a role in supporting that mission and helping veterans obtain the benefits they have earned. We are seeking an organized, high-energy, and detail-oriented Event Coordinator to join our growing remote organization. This role is responsible for planning, coordinating, and executing events that strengthen our brand presence, engage the veteran community, and support company growth. As part of a fast-paced technology company, you will oversee event logistics, vendor relationships, travel coordination, and on-site execution while collaborating across multiple departments. The ideal candidate thrives in a dynamic environment, enjoys managing multiple projects simultaneously, and takes pride in creating exceptional event experiences. You will work closely with leadership, marketing, outreach, and operations teams to ensure every event reflects the mission and values of VetClaims.AI. ---------------------------------------- KEY RESPONSIBILITIES EVENT PLANNING & COORDINATION * Plan, organize, and execute company-sponsored events, conferences, trade shows, webinars, veteran community workshops, and internal retreats. * Develop detailed project timelines, event schedules, and execution plans. * Coordinate travel, lodging, transportation, and event logistics for staff and attendees. * Ensure all events are delivered on time, within scope, and aligned with company objectives. VENDOR & VENUE MANAGEMENT * Source and manage venues, exhibitors, catering services, audiovisual providers, and event vendors. * Negotiate contracts and pricing to maximize event value and budget efficiency. * Maintain strong relationships with vendors and event partners. * Ensure all contractual obligations and event requirements are met. MARKETING & BRAND SUPPORT * Collaborate with the Marketing team to develop event promotional materials and attendee communications. * Coordinate event registration processes and attendee engagement initiatives. * Ensure brand consistency across booths, signage, presentations, and promotional materials. * Support lead generation and community engagement efforts through event participation. ON-SITE EVENT EXECUTION * Travel to major conferences and events to oversee setup, operations, and breakdown activities. * Serve as the primary point of contact during events. * Troubleshoot logistical challenges and resolve issues in real time. * Coordinate staff schedules and ensure successful event execution. BUDGETING & REPORTING * Manage event budgets and track expenditures across all events. * Monitor event ROI, attendance metrics, lead generation performance, and engagement outcomes. * Prepare post-event reports and recommendations for future improvements. * Maintain accurate event records, invoices, and vendor documentation. SWAG & INVENTORY MANAGEMENT * Oversee ordering, storage, and distribution of branded merchandise and event materials. * Manage inventory levels for promotional products and booth supplies. * Coordinate shipment and delivery of event assets to various locations. ---------------------------------------- QUALIFICATIONS EDUCATION * Bachelor's degree in Event Management, Marketing, Communications, Business Administration, Hospitality, or a related field preferred. * Equivalent professional experience will be considered. EXPERIENCE * Preferred: 2–4 years of event planning, corporate event coordination, field marketing, or related experience. * Experience supporting conferences, trade shows, community outreach programs, or corporate events. * Experience in technology-focused organizations is preferred. * Experience working with veteran-focused organizations or military-connected communities is a plus. SKILLS & SOFTWARE * Strong project management and organizational skills. * Experience with event management platforms such as Cvent, Eventbrite, HubSpot, or similar tools. * Proficiency with Microsoft Office Suite and Google Workspace. * Experience using project management software such as Asana, Monday.com, Notion, or comparable platforms. * Ability to manage multiple priorities while maintaining attention to detail. ---------------------------------------- WHAT WE'RE LOOKING FOR ORGANIZATION & PLANNING You are highly organized, proactive, and able to manage multiple projects simultaneously without sacrificing quality or deadlines. COMMUNICATION SKILLS You communicate effectively with internal teams, vendors, partners, and event attendees while maintaining professionalism and enthusiasm. ADAPTABILITY You remain calm under pressure, solve problems quickly, and can pivot when unexpected challenges arise. OWNERSHIP MINDSET You take initiative, follow through on commitments, and continuously seek opportunities to improve event processes and attendee experiences. MISSION ALIGNMENT You are passionate about supporting veterans and excited about contributing to a mission-driven organization that leverages technology to create meaningful impact. ---------------------------------------- COMPENSATION & BENEFITS * Salary Range: $60,000 – $80,000 * Exceptional candidates may be considered above this range based on experience and qualifications. * 100% Remote Work Environment * Travel Opportunities to Conferences and Industry Events * Opportunity to grow with a rapidly expanding organization * Mission-driven culture focused on serving veterans * Flexible PTO and competitive benefits package ---------------------------------------- APPLICATION PROCESS As part of our hiring process, candidates may be asked to complete a personality assessment and participate in multiple interview stages. Completion of all application requirements is necessary to be considered for the position. VetClaims.AI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees while maintaining a strong commitment to serving America's veterans.

Responsibilities

Plan and execute company events, conferences, and workshops to strengthen brand presence and engage the veteran community. Manage all event logistics, including vendor relationships, travel coordination, and budget tracking.