Events Co-Ordinator

Assistant Manager, Events Administrator

EXL is seeking an administrative manager to support the successful execution of tradeshows and corporate events across industries. This individual will play a key role in managing contracting, invoicing, and reporting for each event, collaborating closely with vendors and internal teams to ensure seamless operations. They will also maintain the event calendar and master tracker as well as review and document event processes.

In this role, you will leverage your strong organizational skills to keep multiple timelines and financial processes on track. Your attention to detail will ensure accurate budgeting, documentation collection, and timely payment processing, while your ability to communicate effectively will build valuable partnerships across teams and with external vendors. You'll be responsible for creating quarterly event reports that highlight ROI, goals, metrics, and budgets, contributing to EXL's data-driven approach to event success.

If you are a proactive and detail-oriented person with a knack for managing logistics and financial processes, this role offers an exciting opportunity to be at the heart of EXL's high-impact events program.

Key Responsibilities:

The Administrative Manager of Events will be responsible for key logistical and administrative tasks for each event, with an emphasis on financial processes, vendor management, and reporting. Core responsibilities include:

• Vendor coordination and documentation collection: work with vendors to collect and verify all required documentation, ensuring compliance with company standards.
• Timely payment processing: oversee the invoicing process, working with the finance team to ensure that all vendor payments are processed accurately and on schedule.
• Event reporting: create comprehensive quarterly reports for each event, highlighting value, ROI, goals, metrics, and budget adherence.
• Event calendar management: maintain an up-to-date event calendar and master tracker, coordinating with internal teams to ensure alignment with overall business objectives.
• Event process management and tracking: collaborate with stakeholders to review, document and distribute all event processes.

Education Requirements

Bachelors degree in Marketing, Business, Communications, or a related field.

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Experience

• 2-3 years of administrative assistant experience; including invoicing and contract management.
• Excellent written, verbal, and interpersonal communication skills required.
• Strong project management skills. Self-motivated and extremely resourceful in driving projects forward.  Strong bias to action and outcomes.
• Ability to multitask, prioritize workload and meet deadlines.
• Understanding of how to measure campaign success and performance tied to event outcomes.
• Experience working with different stakeholders. This involves internal stakeholders and external agencies.
• Proficiency in Microsoft Office, particularly with Excel. Experience with event management and financial software is a plus.