Trainee Event Coordinator

Описание вакансии

Mission – Why we exist, what we do, and why we need you

SpotMe is a leading B2B event platform that helps enterprises increase the impact of their events by delivering CRM-connected, high-quality experiences across in-person, virtual, hybrid events, and webinars. With a strong focus on life sciences, SpotMe powers Onomi: an HCP engagement product that enables medical and commercial teams to run impactful congresses, symposia, advisory boards, and webinars. Together, SpotMe and Onomi turn events into a company’s most effective engagement channel.

This position is the ideal role for someone who is looking to start their career in event delivery, with direct, hands-on involvement supporting the delivery of event projects alongside a team of event experts. Working with an impressive variety of Life Science, Professional Services, and other Enterprise clients, you'll gain valuable experience delivering in-person, remote, and hybrid events.

As an event coordinator, you will be successfully supporting high volumes of events, mentored by project leads, with supervision from a Project Manager. This will involve independently supporting Project lead by configuring platforms through our CMS to maximize end participants' experience, usage, and satisfaction in alignment with our project’s requirements (30%).

As you approach the live event, you’ll coordinate closely with the project lead, vendors, internal departments, and the customer to ensure seamless execution on event day. Responsibilities include badge printing, iPad sign-in, lead scanning, managing onsite AV and equipment, driving audience engagement, daily reporting to clients, and thoroughly reviewing apps to guarantee flawless delivery (35%). For the live event, you’ll ensure speakers are fully briefed and prepared, whether they’re presenting in a webinar, hosting a virtual session, or speaking onsite. You’ll oversee event live interactivities to ensure everything runs smoothly (30%). Following the event, you’ll support analyzing event data and deliver insightful reports and recommendations to the project lead, highlighting successes and identifying areas for future improvement (5%).

You will appreciate operating at a fast pace on a variety of event types, with a customer-centric mindset and strong attention to detail, this role will make you part of our growing international team. Our most successful trainees progress to Event coordinators, Associate Project Manager, or full-time Project Manager roles after successfully completing their 6-month internship, opening up further opportunities for career growth within the company.

Traineeship period:

• Monday, August 17, 2026 - Friday, February 19, 2027

Objectives - The problems you will solve

In your first month, you will:

• Learn Backstage by getting onboarding with our SpotMe curriculum, and by embedding yourself in building platforms with your mentor
• Build all of the content for standard features in Backstage with supervision, demonstrating quality follow-up emails and no errors in configuration found during the Project Reviews
• Deliver 2 live event days\*, as Event coordinator (Onsite or Remote)
• Be trained and take part in an on-site logistics evaluation

By Month 3, you will:

• Have delivered at least 10 live event days\*  as an Event coordinator (Onsite or Remote) with some positive feedback from your customers
• Have delivered at least 2 onsite events with Onsite logistics features as Event coordinator (Onsite).
• Build all of the content for standard features in Backstage with minimal supervision, demonstrating quality follow-up emails and no errors in configuration found during the Project Reviews

By Month 6:

• Deliver at least 20 live event days\ (a mix of virtual and onsite), as Live coordinator or Onsite coordinator, while maintaining minimum levels of CES at ≥*4.5 and sNPS at ≥60%

Have delivered at least 5 onsite events with Onsite logistics features as Lead Onsite coordinator.

• Have kicked off at least 2 small-scale events as the Project Lead and managed the Kick Off call with timely client communication, and displayed sound technical knowledge of the event requirements.
• Build all of the content for advanced features in Backstage with supervision, demonstrating quality follow-up emails and no errors in configuration found during the Project Reviews

\*Live event days are defined as a live day, or part day, for an event delivered either remotely or onsite as part of a longer duration event

What you need to be great at:

• Client empathy with business sensibility: You have a sense of understanding of client needs and priorities. You spot opportunities to add value and guide clients toward practical, impactful solutions.
• Detail-oriented, high standards, no excuses: You take ownership of quality and precision in everything you do. You anticipate and proactively address issues, and always ensure deliverables meet the highest standards.
• Can-do mindset and curiosity: You approach challenges with positivity and persistence, always seeking to learn and improve.
• Tech-savvy and adaptable: You are at ease with computers, standard software (PowerPoint, Excel, Word), and emerging technologies, and you can quickly learn new platforms and troubleshoot challenges to ensure smooth operations.
• Resilient and willing to travel: The event industry is not 9-5; you need to be flexible and go above and beyond. This role requires frequent travel, which is something we need candidates to be aligned with.
• What we are most curious about:Describe a project or experience where you had to take ownership and learn as you went.
• Can you give an example of a time you quickly learned a new platform, tool, or system? How did you ensure you understood it thoroughly?
• Tell us about an event - whether you helped organise it or simply attended. What was your role/experience, and what did you learn from it that you could apply to delivering successful events?

Requirements:

• Fluency in English, both written and spoken.
• Fluency in French, German, or Spanish is an advantage.
• Previous experience in the event industry or hospitality is a plus.
• Applicants must be based in the Chicago area and hold a valid work permit.
• Hybrid position with onboarding in the company office (100% at the office in month 1 and 3 days per week for the rest of the internship)

The position requires an average of 2 onsite events per month, representing ~10 days abroad.

SpotMe recruits, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, parental status, or veteran status.