Event Operations Coordinator

Filevine is a Legal AI company delivering Legal Operating Intelligence for the future of legal work. Grounded in a singular system of truth, Filevine brings together data, documents, workflows, and teams into one unified platform—where modern legal work happens with clarity and consistency. Powered by LOIS, the Legal Operating Intelligence System, Filevine connects context across every matter to transform legal operations from reactive to proactive. LOIS reads, understands, and reasons across your data to surface insight, automate complexity, and give professionals the clarity and confidence to see more, know more, and do more. Fueled by a team of exceptional collaborators and innovators, Filevine’s rapid growth has earned AI awards and recognition from Deloitte and Inc. as one of the most innovative and fastest-growing technology companies in the country.

Role Summary:

The Event Operations Coordinator is the engine behind every field event we run. You're responsible for two things that matter most before the doors open: getting the right people in the room and making sure every logistical detail is locked and ready.

This is a high-ownership, detail-driven role that sits at the intersection of outreach, operations, and vendor coordination. You'll work closely with the Sr. Manager of Field Marketing to identify and secure the ideal attendee mix for every event, then execute every pre-event motion required to make it happen: registration, websites, campaigns, communications, and vendor follow-through.

You won't be on-site, but your fingerprints are on everything that makes the on-site experience possible.

What You'll Own:

High-Quality Attendance

• Partner with Sales Operations and the Field Marketing Manager to build targeted invite lists with the right mix of customers, in-pipe prospects, and net-new leads for each event

• Drive RSVPs and ticket confirmations through structured email cadences and direct outreach (phone, LinkedIn, etc.) to hit the goal every time

• Maintain minimum registration and attendance rates

• Quality matters as much as quantity. The goal isn't a full room, it's the right full room

Outreach & Registration

• Execute multi-touch outreach campaigns (email, phone, etc.) to drive RSVPs against event-specific targets

• Manage registration lists and ensure accurate, up-to-date attendee records throughout the pre-event cycle

• Coordinate with Sales to ensure reps are actively supporting outreach efforts for their accounts and prospects

Pre-Event Logistics

• Own pre-event operational details so that the Field Marketing Manager can focus on strategy, on-site experience, and sales conversion including:

• Ensure attendee travel is booked and act as liaison between attendees and travel agency as needed

• Build and maintain event websites where applicable

• Create and manage registration pages in Cvent

• Build Salesforce campaigns for every event and ensure proper tracking throughout

• Create and deploy all necessary UTMs, web links, and landing pages as needed

Vendor Coordination

• Once the Field Marketing Manager has selected and contracted vendors (swag, activations, venues, etc.), take ownership of all follow-through

• Manage day-to-day vendor communication to ensure deliverables are on time and meet expectations

• Escalate issues to the Field Marketing Manager as needed

• Track and process vendor invoices to ensure timely payment

Attendee Communications

• Draft and deploy all transactional attendee communications in partnership with the Field Marketing Manager, including:

• Know Before You Go (KBYG)

• Event updates and logistics changes

• Post-event surveys

• Ensure every attendee has the information they need to show up prepared and engaged

Post-Event Follow-Up

• Execute post-event email cadences to support conversion efforts

• Ensure all attendee and response data is accurately logged in Salesforce for pipeline tracking

• Secure survey responses and share this information with the broader leadership team for consideration and analysis

What You'll Need to Be Successful:

• Highly organized with strong attention to detail; you will catch things before they become problems

• Proven ability to run multi-touch outreach campaigns that drive real response rates, not just sends

• Experience with Cvent, Salesforce,Salesloft and marketing operations fundamentals (UTMs, landing pages, campaign tracking)

• Comfortable managing vendor relationships and holding external partners accountable to timelines

• Strong written and oral communicator; you can write a crisp, effective outreach email and are energized by following up via phone and social media

• Self-directed and proactive; you don't wait to be told something needs to happen. You see it and own it.

• Thrive in a fast-paced environment managing multiple events simultaneously

• Prior experience in event coordination, marketing operations, or inside sales outreach preferred

Filevine is an Equal Opportunity Employer. Qualifications for employment, promotion and other terms and conditions of employment are based upon the ability to perform the job. Equal-employment opportunities are provided to all applicants and employees without regard to race, creed, religion, color, age, national origin, sex, disability, veteran status, or other legally protected class. Filevine is committed to providing reasonable accommodations for qualified individuals with disabilities. If you need assistance or accommodation due to disability, or if you have concerns related to Filevine’s equal employment opportunities, you may contact us at [email protected] Cool Company Benefits:

• A dynamic, rapidly growing company, focused on helping organizations thrive
• Medical, Dental, & Vision Insurance (for full-time employees)
• Competitive & Fair Pay
• Enhanced Commuter Benefit: $75 monthly contribution to help cover your commute to 1 S Wacker
• Maternity & paternity leave (for full-time employees)
• Short & long-term disability
• Opportunity to learn from a dedicated leadership team
• Centrally located open office building in Chicago (1 S Wacker Dr)
• Top-of-the-line company swag

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