Events Operations Specialist

Almabase is looking to hire an
Events Operations Specialist
to support our growing event marketing function. You'll play a crucial role in ensuring that every event — from conferences to Almabase-hosted experiences runs flawlessly. Your work will directly influence how advancement professionals experience the Almabase brand: friendly, reliable, and now, increasingly innovative and credible.

You'll work closely with the Event Marketing Manager, who oversees all sponsorships, conferences, and event activations, to ensure every event runs seamlessly and efficiently.

This role is ideal for someone who thrives in fast-paced environments, enjoys solving operational challenges, and loves turning complex moving parts into smooth, well-executed outcomes. If you're someone who takes initiative, pays attention to the smallest details, and enjoys seeing things through from start to finish, this could be the perfect next step for you.

Why Now

If 2024 was the year Almabase showed up, 2025 has been the year everyone remembered us.

We didn't just do more events - we levelled up the game. From 14 conferences in 2024, we grew to nearly twenty in 2025, hosted our first Almabase-branded event, and even pulled off post-conference experiences that kept the conversations going long after the booths closed.

In 2025, our booths began to feel a lot more
like Almabase
— thoughtful, a little playful, and impossible to walk past without smiling. Whether it was a caricature artist sketching attendees, a clever spin on
Cards Against Advancement
, or nostalgic giveaways that sparked joy, we focused on creating moments that felt personal, not promotional. It's that mix of warmth and fun that makes people remember us — not just for what we say, but
for how we show up
.

Now we're gearing up for 2026 — and it's looking big. Think 25+ conferences, Almabase Roadshows across cities, maybe even our own virtual conference — all while making every booth, meetup, and moment feel unmistakably Almabase.

We're growing profitably, which means we get to double down on the things that work — and Events is right at the top of that list. This role exists because one person managing all this (hi ) has reached human limits. You'll be the second brain and steady hand helping us pull off more events smoothly, creatively, and at scale.

If you do your job well (and have fun along the way), you'll quickly start owning entire events — shaping how we show up, try new ideas, and keep raising the bar each time.

And yes — it's genuinely fun. You'll get to experiment, build ideas that make people smile, and laugh through the occasional booth mix-up or missing-banner moment. Because in events, something
always
goes slightly off-script — that's half the chaos, and half the charm.

Responsibilities

• Own event logistics for sponsored conferences and Almabase-hosted experiences — from vendor coordination and booth setup to travel and shipments.
• Coordinate across teams — Product Marketing, Design, Sales, and Customer Success to align outreach, collateral, and goals.
• Manage rep travel and accommodations for events, ensuring smooth, cost-effective arrangements.
• Maintain CRM accuracy in HubSpot — uploading attendee lists pre-event and capturing leads post-event with quick turnaround.
• Track budgets and expenses using Google Sheets and internal tools; keep records clean and up to date.
• Ensure booth and collateral readiness — swag, print materials, and event assets prepared ahead of time.
• Keep processes organized through Notion docs, checklists, and a shared event calendar.
• Support post-event reporting and follow-ups with reps to capture leads and learnings.
• Bring innovative ideas that elevate the attendee experience at every event.

What 1 Year At AlmaBase Would Look Like
0–3 Months: Learn & Get Hands-On

• Onboard into Almabase's event processes, tools, and culture.
• Shadow ongoing projects to understand how conferences come together, from sponsorship to booth logistics.
• Take ownership of smaller operational tasks, such as vendor coordination, travel bookings, and shipment tracking.
• Absorb context across teams — Product Marketing, Design, Sales, and Customer Success — to understand how everyone collaborates.

Goal:
Build a firm grasp of our event systems and take initiative on daily operations.

3–6 Months: Take Ownership & Drive Execution

• Independently lead logistics for smaller events and assist with larger conference setups.
• Own rep travel, vendor coordination, and ensure all booth materials and collateral are ready well in advance.
• Proactively manage event timelines, budget trackers, and documentation to keep every stakeholder aligned.

Goal:
Become the dependable point person who ensures every moving part of event execution runs on time and without surprises.

7–12 Months: Streamline & Scale

• Entirely own event logistics end-to-end across multiple conferences.
• Support the planning and execution of Almabase's independent events and bring ideas to enhance attendee experiences.
• Identify and implement process improvements (templates, SOPs, vendor libraries).

Goal:
Run events seamlessly, anticipate challenges, and help scale Almabase's event presence with efficiency and impact.

You'll Thrive in This Role If You

• Have a strong sense of ownership and take initiative without waiting for instructions.
• Are sincere, reliable, and detail-oriented, with a bias toward action.
• Love creating order out of chaos — juggling multiple priorities and still delivering flawlessly.
• Are resourceful and can quickly figure things out when plans change.
• Communicate clearly and effectively with multiple stakeholders.
• Enjoy being part of high-energy projects that bring people together.

Qualifications

• 1–2 years of experience in event coordination, operations, marketing, or logistics (internships count).
• Strong communication and problem-solving abilities.
• Excellent organizational and multitasking skills.
• Willing to occasionally travel for events.
• Comfortable with flexible work hours to coordinate with U.S.-based teams and vendors — including occasional late evenings when events or timelines demand it.
• Prior experience coordinating with U.S. or international vendors and teams is a plus.
• Based in Bangalore

What Success Looks Like

• Every event runs smoothly — on time, within budget, and with zero last-minute scrambles.
• Almabase's brand presence reflects innovation and credibility across events.
• HubSpot data is accurate, timely, and supports measurable pipeline tracking.
• Reps and speakers are well-prepared and confident for each event.
• Faster turnaround times, improved cost efficiency, and better documentation.
• The Event Marketing Manager gets to focus on strategy — because operations just work.