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Event Logistics Coordinator

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Cebu City, Central Visayas, Philippines CallTek Full time

We are seeking a highly organized and detail-oriented Event Logistics Coordinator to join our dynamic team at CallTek. This role will involve managing the planning, execution, and coordination of virtual events, including conferences, expos, and client training sessions.

Responsibilities
  1. Virtual Expo Event Management
  • Coordinate all logistics for remote conference and expo events, ensuring seamless execution and smooth event flow.
  • Oversee virtual booth design and platform set-up, guaranteeing an engaging experience for attendees.
  • Manage shipping and handling of promotional materials (banners, brochures, etc.) to event platforms.
  • Support speaking engagements, including A/V needs and presentation preparation.
  • Manage lead capture and follow-up processes in collaboration with sales and marketing teams.
  • Budget management, vendor coordination, and contract negotiations will be handled by our dedicated team.
  • Ensure event branding, messaging, and materials align with company goals and objectives.
  • Collaborate with vendors and internal teams to ensure event execution meets or exceeds expectations.
Public Zoomcast Coordination
  • Plan, schedule, and execute monthly live Zoomcasts, featuring industry experts and thought leaders.
  • Handle invitations, registrations, reminders, and follow-up communications to ensure maximum attendance.
  • Ensure all presenters have necessary assets (slides, videos, scripts) for a successful live event.
  • Oversee technical execution to guarantee a smooth live experience, minimizing technical issues.
  • Coordinate post-event tasks, including uploading recordings and sending follow-up materials to attendees.
Internal Client Training Events
  • Organize and manage 1-hour training Zoom events for business clients, providing valuable insights and expertise.
  • Collaborate with internal experts to curate relevant leadership and business training topics, catering to diverse client needs.
  • Handle logistics, scheduling, invites, and reminders for attendees, ensuring timely participation.
  • Ensure all training materials (slides, recordings, workbooks) are prepared and distributed to participants.
  • Provide post-event support, including uploading recordings, sending follow-up emails, and summarizing Q&A sessions for continued learning.