Event Coordinator, Live Journalism

Responsibilities

• Produce Flagship Event Materials: Draft, format, and distribute high-signal briefing packets for VIP speakers, moderators, and clients, alongside master run-of-show schedules.
• Support the Execution of End-to-End Event Logistics: Lead venue research, assist with vendor sourcing and contracting, coordinate event shipments and collateral, and manage on-site setup and staffing on production days.
• Pioneer AI Adoption: Integrate generative AI and workflow automation tools into daily operations—accelerating the drafting of speaker bios, summarizing pre-meeting research, automating calendar triggers, and synthesizing post-event feedback.
• Architect Creative Solutions: Serve as an agile, on-the-fly problem solver who designs resourceful, out-of-the-box workarounds whenever live production curveballs, venue constraints, or last-minute scheduling changes arise.
• Engine-Room Operations: Build, maintain, and elevate team-wide systems—including SOPs, shared Google Workspace drives, master event timelines, inventory trackers, and crisp meeting action items.
• Executive & Team Support: Provide high-touch support to the SVP and event leaders, assisting with schedule coordination, executive inbox flow, client call preparation, and follow-ups.
• Asset & Data Management: Organize post-event collateral, high-resolution photo libraries, attendee rosters, and key performance metrics to inform future event strategies.
• Live Production Presence: Serve as a core on-site team member on event days (requires flexibility for early mornings, occasional evenings, and periodic domestic travel).Lead the preparation and maintenance of event materials, including client, speaker, and moderator briefing documents, day-of run show documents, and biographies
• Some early morning, evening, and occasional travel may be required

Requirements

• 1–2 years of experience in event coordination, media, or executive assistance in a high-velocity environment (Bachelor’s degree or equivalent experience)
• Impeccable judgment, comfort with ambiguity, and a calm, customer-service-driven composure when live events move fast
• Exceptional project management skills with the strongest attention to detail and an ability to manage multiple tasks, deadlines, and competing priorities
• Strongest communication skills, both written and verbal
• Proficiency in Microsoft Office suite, especially Excel and Word, and Google Workspace

Benefits

• Semafor offers a Flexible Paid Time Off (PTO) policy to our full-time, salaried employees who may take paid time off as-needed without a prescribed limit or defined balance.