Event Operations Coordinator

Automation Alley is seeking an experienced event professional to join our operations team in a role that blends event, conference, and expo management with supporting responsibilities related to grant program operations.

About Automation Alley

Automation Alley is Michigan’s Digital Transformation Insight Center — a nonprofit technology business association accelerating the growth and global competitiveness of businesses through Industry 4.0 technologies and innovation.

With a regional foundation of more than 4,000 member companies spanning all 83 Michigan counties, Automation Alley unites industry, academia, and government to build a connected ecosystem that drives technological adoption, workforce development, and economic prosperity. Over the past 25 years, our programs have engaged one in three Michigan manufacturers, helping companies of all sizes develop the skills, strategies, and partnerships needed to thrive in a rapidly changing digital landscape.

Job Description

Automation Alley is seeking an organized, driven, and versatile events professional to join our team. The ideal candidate thrives in a fast-paced environment, enjoys managing multiple projects and events simultaneously, and is energized by the opportunity to represent Michigan’s manufacturing ecosystem on a regional and national stage.

As a key member of the operations team, this position will lead the planning and execution of trade show pavilions, expos, and member-facing events. These events are key deliverables tied to federal and state-funded grant programs. The role also directly supports the grant department and will require grant partner coordination, contract administration, and metric tracking.

The ideal candidate is detail-oriented, highly organized, an excellent communicator, and comfortable managing relationships with external partners, vendors, and member companies. They are equally confident running the logistics of a trade show booth and facilitating grant programs.

This position is full-time (M–F, 8:30 – 5:00) and requires periodic travel to industry trade shows, conferences, and member events. Some responsibilities associated with this role may involve federally funded programs and contracts that require compliance with applicable U.S. regulations and eligibility requirements.

Duties and Responsibilities:

• Events, Expos & Pavilion Management
  
• • Lead Automation Alley’s participation in trade shows, industry conferences, and expos, including booth planning, logistics coordination, vendor management, shipping, signage, staffing, and onsite execution
    
  • Coordinate branded pavilions and shared exhibitor spaces featuring member and partner companies, including exhibitor onboarding, contracts, booth assignments, payment tracking, and day-of support
    
  • Plan and execute Automation Alley-hosted events, workshops, receptions, networking events, and program-related convenings both onsite at Automation Alley facilities and at offsite venues
    
  • Manage event logistics and operations for client and member events hosted at Automation Alley facilities or external venues, serving as the primary point of contact for vendors, venues, AV providers, caterers, and event stakeholders
    
  • Manage event budgets, timelines, vendor relationships, and operational details to ensure successful event delivery and a high-quality attendee experience
    
• Grant Program Support & Operations
  
• • Support grant programs in the day-to-day administration of federal, state, county, or foundation-funded programs
    
  • Track grant deliverables, milestones, and reporting deadlines to ensure compliance with funder requirements
    
  • Coordinate grant-funded events and activities, ensuring alignment between event execution and grant scopes of work
    
  • Assist in the preparation of grant reports, narratives, and supporting documentation
    
  • Respond to member and partner requests for grant-related support and information
    
  • Manage tactical projects in support of grant program managers, with the opportunity to grow into a grant program manager role as the grant portfolio expands
    
• Partner & Contract Management
  
• • Serve as a key liaison with external partners, sponsors, member companies, and subrecipients participating in events and grant programs
    
  • Manage contracts, memorandums of understanding, sponsorship agreements, and exhibitor agreements, from initial drafting through signature and execution
    
  • Track contract deliverables, payment schedules, and renewal dates
    
  • Coordinate with internal finance and operations teams to ensure timely invoicing, payment, and documentation
    
• Metric Tracking & Reporting
  
• • Track, analyze, and report on event outcomes, attendance, engagement, and pavilion performance metrics
    
  • Capture grant program metrics (participant counts, engagements, jobs impacted, etc.) and maintain accurate documentation for audits and reporting
    
  • Maintain databases and CRM records related to events, members, partners, and grant participants
    
  • Produce regular status updates, dashboards, and post-event reports for internal leadership and external funders
    

Requirements

• 3+ years of experience in event management, trade show coordination, event operations, program management, or grant operations
  
• Willingness and ability to travel to trade shows and industry events as required
  
• Proven ability to manage multiple projects, deadlines, and external partners simultaneously
  
• Experience working with contracts, vendors, and sponsor/partner agreements
  
• Strong organizational and time management skills with exceptional attention to detail
  
• Excellent written and verbal communication skills
  
• Collaborative team player with a problem-solving mindset and a passion for a high-energy environment
  
• Strong quantitative and analytical skills, with the ability to track metrics and produce clear reports
  
• Proficient in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint)
  
• Experience using project management tools like Trello or similar
  
• Experience using a CRM or customer management tool like Zoho CRM or similar
  
• Experience with federal or state-funded grant programs
  
• Experience in the nonprofit or manufacturing ecosystem
  

Benefits

• Flexible work arrangements, including remote work options
  
• Comprehensive health, vision, and dental insurance
  
• Generous paid time off, including vacation, sick leave, and 14 paid holidays annually, including the observance of Juneteenth and Veterans Day. Additionally, Automation Alley observes extended time off during the year-end holiday period between late December and early January.
  
• Opportunities for professional development and growth