Events & Travel Operations Coordinator

The Events & Travel Operations Coordinator will join the Events and Travel team supporting company travel operations and branded merchandise programs, with additional administrative and process-oriented support for events. This role will report to the Director of Events & Travel and will partner closely with the Brand Fulfillment Relationship Manager and Event Planning team to ensure accurate coordination, efficient workflows, and consistent brand execution.

Responsibilities

Travel Operations

• Assist with requests and support the management of Symetra’s travel management platform, Egencia.
• Assist with invoice processing, expense reconciliation, and reporting related to travel spend.
• Support changes, cancellations, and issue resolution while ensuring compliance with company travel policies.
• Act as a main contact (along with the Director) for local hotel relationships.
• Assist with negotiating and contracting corporate rates and travel discounts.
• Help identify opportunities to streamline travel processes and improve operational efficiency.
• Support travel logistics for events, including flight, hotel, and ground transportation coordination as needed.
• Maintain travel receipts, trackers, and reporting as needed – to include external partner travel reimbursement for events.

 

Brand Merchandising & Swag

• Support the Brand Fulfillment Relationship Manager with day-to-day merchandise and swag operations.
• Assist with inventory tracking, receiving shipments, storage organization, and stock audits.
• Coordinate packing and shipping of branded merchandise for events and internal programs.
• Support vendor coordination, order tracking, and quality control checks
• Help maintain relationships with vendors and ensure brand standards are upheld.

 

Event Operations

• Provide clerical and logistical support to Event Planning Team during event planning and execution.
• Assist with event registration management, attendee lists, and logistical trackers as needed.
• Support the documentation, calendars, and timelines related to event planning.
• Assist with post-event tasks such as invoice processing, expense tracking, and data reconciliation.
• Help maintain standardized processes, templates, and planning resources.
  
  

Operational & Administrative Support

• Maintain trackers, calendars, and documentation across events, travel, and swag programs.
• Support cross-functional communication with internal teams and external partners.
• Identify opportunities to improve processes and operational efficiency.
  
  

Skills

✔ Communication 3 - Proficient

✔ Microsoft Office 3 - Proficient

✔ Multi-Tasking 3 - Proficient

✔ Negotiation 2 - Developing

✔ Organization 3 – Proficient
✔ Project Management 2 – Developing
✔ Public Speaking 2 – Developing
✔ Time Management 3 - Proficient

Education Required

Minimum Years Of Work-Related Experience Required
3-5 years of experience in event planning, operations, travel, or related administrative support roles.

Specific Industry And/Or Specialty Experience Required
Corporate meeting planning or hospitality industry related experience desired (not required). History of working with high-level executives or clients, preferred.  Proficient in Microsoft Office applications, CVENT, Adobe Workfront, as well as travel tools (Egencia).

Skills & Abilities Required  

• Ability to travel to support offsite events as needed (0-1 time per month)
• Highly organized with strong attention to detail and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication skills and a collaborative, service-oriented mindset.
• Confident problem-solving under pressure and making decisions on the fly while maintaining a calm demeanor.
  
  

Impact

Decisions have minimal impact to department or organization. Work product is spot checked/reviewed for quality by others. Accountable to department, little to no significant financial impact. Increasing latitude for independent judgment.

Job Complexity

Performs work of increasing complexity and scope within standardized parameters.

Skills And Knowledge

Advancing professional expertise. Possesses functional knowledge of profession, however is still acquiring higher level knowledge and skills for the role.

Reporting Structure

Generally works independently, however, guidance and direction is always provided from management or senior level colleagues. No supervisory responsibilities.

Contact with Others

This position has contact with numerous people both in the company and outside the company and at all levels.