[Hiring] Event Planner @Summit

Role Description

Great events require great planning, and we're looking for someone who genuinely enjoys making things happen. As Summit's Event Planner, you'll manage everything from simple conference registrations to major trade shows and multi-day company events. Some months, you'll juggle 10 or more events, each with different requirements, deadlines, and priorities.

We're looking for a motivated, positive, and highly organized person who takes pride in making everyone else's job easier. Someone who takes initiative, figures things out, follows through, and doesn't need to be reminded what's next.

You'll own the details from start to finish, keeping events organized, attendees prepared, vendors on track, and internal teams informed. You'll anticipate needs, solve problems, and bring a helpful, can-do attitude to everything you do. The goal is simple: Make events run smoothly and make life easier for the people involved.

What You'll Do

• Plan and manage events
• Own event planning from start to finish, managing timelines, people, budgets, deadlines, vendors, and logistics across multiple events.
• Proactively gather information, anticipate needs, solve problems, and follow through on every detail.
• Coordinate conferences, trade shows, sponsorships, virtual, and internal events, including Summit's annual Sales Kickoff and department meetups.
• Arrange hotel accommodations, meeting spaces, group dinners, happy hours, team-building activities, transportation, and other event logistics.
• Manage event registrations, sponsorship requirements, presentations, booth setups, and vendor relationships.
• Coordinate and track booth materials, swag, and shipments through our event inventory platform, including timely delivery and returns.
• Keep everyone organized and informed
• Lead event planning meetings, assign action items, and follow up to ensure everything gets done.
• Prepare attendees with agendas, calendar invitations, hotel details, dress codes, schedules, and other important information.
• Communicate clearly and proactively with vendors, event organizers, and internal teams, keeping everyone informed of deadlines, progress, and outstanding needs.
• Make sure the right people are included in communications and always know what's been handled and what's next.
• Coordinate marketing and event follow-up
• Work alongside members of the marketing team to complete all event deliverables, such as presentations, ads, landing pages, signage, collateral, giveaways, raffle items, bag inserts, and promotional emails.
• Identify marketing needs early, communicate requirements and deadlines, and ensure deliverables are ready on time.
• Coordinate event invitations, reminders, and post-event follow-up emails through HubSpot.
• Provide onsite support at assigned events, including setup, troubleshooting, and taking photos for marketing use.
• Conduct post-event reviews to evaluate results, gather feedback, and recommend improvements or future participation.

What Success Looks Like

• Nothing falls through the cracks. Deadlines are met, details are handled, and potential problems are caught early.
• Everyone is prepared. Attendees know where to be, what to expect, and what they need to do.
• Communication is proactive. Teammates and vendors aren't left wondering about status, responsibilities, or next steps.
• You take ownership. You work independently, find answers, and follow through without needing reminders.
• People love working with you. You're positive, responsive, dependable, and genuinely enjoy making things easier for others.
• Events deliver value. They're well-executed, and we use feedback and results to make future events even better.

You'll Thrive in This Role If You

• Are a driven, positive self-starter who takes initiative and gets things done.
• Are exceptionally organized and comfortable juggling multiple events and deadlines.
• Are resourceful and curious. When you don't have the information you need, you go find it.
• Stay flexible, solutions-focused, and upbeat when plans change or challenges arise.
• Have experience coordinating vendors, venues, hotels, group activities, and event logistics.
• Are tech-savvy and comfortable using or learning to use AI tools, Microsoft Office, HubSpot, task tracking, and event inventory platforms.
• Are willing to travel up to 25% of the time, typically concentrated during busier event seasons.

Benefits

• Flexible Time Off (yes, really) – take what you need, we trust you to manage it
• Medical, Dental & Vision – comprehensive coverage with HSA/HRA options
• 401(k) with 4% match – we invest alongside you
• Parental Leave – paid time for the moments that matter most
• Life & Disability Insurance – built-in peace of mind
• Wellness Support – resources for your mental and physical health
• Free Colocation & Cloud Access – build and experiment in real environments
• Work From Anywhere – remote-friendly by design
• A low-ego, get-it-done culture – come as you are, do great work