Events Operations Coordinator - POSSIBLE

Event Operations Coordinator - POSSIBLE

A bit about us

We're Hyve - organizer of the world's fastest-growing and most forward-thinking B2B events. As the chosen event partner to many of the world's leading companies, our platforms play a critical role in their strategies - helping them enter new markets, accelerate growth and connect with the people who matter most.

Our portfolio features some of the world's leading events in sectors like ecommerce, healthcare, edtech, and fintech. We're growing fast with an entrepreneurial culture that empowers big ideas and quick action, plus an ambitious acquisition strategy bringing exciting new events into our mix.

Alongside our market-leading events, we're building tech and data-driven products that supercharge connections - from one-to-one meeting programs and curated table talks to year-round engagement platforms. Whatever your role, you'll join a global team redefining how industries connect, collaborate, and grow - working with some of the most talented people in the business.

Think that sounds good? Wait until our talent acquisition team tells you about the culture.

A bit about you

First things first: whatever your background, beliefs or ambitions, there's a culture of belonging at Hyve - and everyone is welcome. The question isn't where you've come from, but where you want to go.

You'll thrive here if you're curious, collaborative and not afraid to challenge convention. We look for people who take pride in what they do, who are excited by change and always moving forward. The kind of people who stay open, keep learning, and look for better ways to make an impact.

Our shared behaviors guide how we work: we dare to do things differently, own our work, embrace collaboration, stay true to ourselves and others, and remember that optimism wins.

If that sounds like you, you'll fit right in.

About POSSIBLE

POSSIBLE is the premier marketing event, and is curated specifically for the greater marketing ecosystem, including brands, technology, digital, media, culture, and more. The fifth edition will take place on April 5-7, 2027, at the Fontainebleau Miami Beach and Eden Roc, brimming with content dedicated to future-thinking marketers combined with innovation and emerging technologies, POSSIBLE is the centerpiece for the entire marketing, media and tech industry to network with industry peers, share ideas, present visions, create business opportunities and discuss mutual challenges.

Since we launched four years ago, POSSIBLE has set out to become the BEST industry event delivering the highest efficiency and ROI for our customers. At the same time, we want to provide both educational and immersive experience for our attendees and sponsor partners.

Key Purpose

Hyve is seeking a highly organized and detail-oriented Event Operations Coordinator to support the planning and execution of POSSIBLE.

Working closely with the Event Operations team, you will play a critical role in bringing the event to life by supporting event logistics, tracking project timelines, maintaining event documentation, and assisting with key operational initiatives. This is an excellent opportunity for someone looking to grow their career in event operations within a fast-paced and collaborative environment. Travel to our events will be required.

Event Planning & Logistics Support

• Support the planning and execution of event operations across all phases of the event lifecycle.
• Assist with the development and maintenance of event timelines, project trackers, and operational schedules.
• Ensure all event details are accurately documented and effectively communicated to internal and external stakeholders.

Sponsor Fulfillment Support

• Assist with the coordination and tracking of sponsor deliverables to ensure commitments are fulfilled accurately and on time.
• Work cross-functionally with Sales, Marketing, Registration, and Operations teams to support sponsor activation requirements.
• Maintain sponsor logistics documentation and provide onsite sponsor support as needed.

Vendor & Venue Coordination

• Attend vendor and partner meetings, capturing detailed notes and tracking action items.
• Monitor vendor deliverables, contracts, deadlines, and key operational milestones.
• Assist with vendor onboarding, processing purchase orders, and payment tracking.

Accommodation & Registration Support

• Assist with hotel room block management and housing platform administration.
• Monitor booking activity and support reporting related to room pickup and attrition.
• Support registration-related initiatives as needed.

Event Experience & Onsite Operations

• Support the delivery of attendee experiences, catering programs, networking events, and special activations.
• Assist with onsite event office setup, inventory management, staff coordination, and logistical execution.
• Serve as a key onsite team member, helping troubleshoot issues and ensure a seamless event experience.

Documentation & Reporting

• Maintain operational documents, floorplans, run-of-show materials, staffing schedules, and event checklists.
• Assist with post-event reporting, compiling operational insights, lessons learned, and recommendations to support future planning.

Cross-Functional Collaboration

• Partner closely with internal teams, including Marketing, Sales, Content, Registration, and Customer Success, to ensure seamless event execution.
• Participate in planning meetings and provide operational updates to stakeholders.
• Support process improvements and contribute ideas to enhance operational efficiency and the attendee experience.

To Be Successful in This Role, You Must Have/Be:

• A minimum of 3 years experience in event operations, event coordination, hospitality, conferences, exhibitions, meetings, or related fields.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail and commitment to delivering high-quality work.
• Strong written and verbal communication skills.
• Ability to work effectively in a fast-paced environment and remain calm under pressure.
• Proactive, resourceful, and solutions-oriented, with a willingness to take initiative.
• Comfortable working collaboratively with internal teams, vendors, venues, and external partners.
• Experience using Microsoft Office and event technology platforms is preferred.
• Self-motivated, collaborative, and eager to learn.
• Passionate about the events industry and delivering exceptional attendee experiences.
• Willingness to travel as required for event delivery and team meetings.

Benefits Include:

• Competitive base salary of $65,000 - 70,000, depending on experience.
• Bonus Potential of up to 15%
• Comprehensive medical, dental and vision coverage.
• 401(k) retirement plan with company match.
• Competitive Paid Time Off: 20 days of PTO, 5 sickdays, your birthday off, 2 volunteer days, plus 11 paid company holidays.
• Remote position
• Ongoing learning, development and career progression opportunities across Hyves global portfolio.