Event Operations Coordinator

About the Role

iCapital is looking for an Associate, Event Operations Coordinator to join our International Marketing & Communications team, based in Lisbon, Portugal. This role will support the planning, coordination, and execution of proprietary iCapital events and third-party sponsorship activations across EMEA, APAC, LATAM, and Canada.

The successful candidate will work closely with the International Events and Sponsorships Lead, the broader International Marketing & Communications team, regional business stakeholders, and the U.S.-based Global Events Team to help deliver high-quality, client-facing experiences that support iCapital’s business objectives. The role requires strong organizational skills, attention to detail, and the ability to coordinate multiple workstreams across geographies, timelines, vendors, and internal stakeholders.

This is a hands-on operations role suited for someone who is proactive, detail-oriented, and energized by working in a fast-paced, international environment. The candidate will play an important role in ensuring that events and sponsorships are executed efficiently, professionally, and consistently across markets.

Key Responsibilities

Event Operations & Logistics

• Support the planning, coordination, and execution of proprietary iCapital events, including conferences, roadshows, client events, and regional sponsorship activations.
• Assist with event logistics, including venue research, supplier coordination, catering, hotel blocks, travel, ground transportation, shipments, onsite materials, registration, signage, presentations, and run-of-show documentation.
• Maintain event timelines, checklists, attendee lists, briefing documents, production schedules, and other operational materials to ensure smooth execution.
• Support onsite delivery where needed, including registration, speaker preparation, presentation support, sponsor coordination, room setup, guest management, and general event operations.
• Manage event registration platforms and related event technology solutions, alongside external agency support, including attendee registration, invitation lists, attendee communications, reporting, and data management, while ensuring the accuracy and integrity of attendee records, event materials, and supporting documentation throughout the event lifecycle.
• Help ensure consistency and quality across event formats, materials, and execution standards in line with iCapital’s brand and client experience expectations.

Sponsorship & Third-Party Event Support

• Support the coordination of third-party sponsorships, including conference participation, sponsor deliverables, branded materials, registrations, speaker logistics, and onsite requirements.
• Assist in tracking sponsorship benefits, deadlines, contractual deliverables, and required approvals.
• Coordinate with internal stakeholders to support sponsorship execution, including Marketing, Events, Legal, Compliance, Finance, Client Solutions, and regional relationship teams.
• Help manage sponsor-related logistics for proprietary events, including sponsor registrations, materials, branded assets, speaking participation, onsite visibility, and post-event follow-up.
• Support the administration of sponsorship agreements, vendor contracts, invoice workflows, and documentation in coordination with Legal, Compliance, and Finance.

Vendor, Budget & Process Coordination

• Coordinate vendors, agencies, venues, suppliers, and event partners to support timely and high-quality execution.
• Support budget tracking, purchase orders, invoice processing, expense reconciliation, and event cost reporting.
• Maintain accurate trackers and dashboards for event deliverables, budgets, sponsorships, timelines, attendee data, and post-event reporting.
• Assist with post-event analysis, including attendee lists, engagement metrics, internal feedback, sponsor deliverables, and lessons learned.
• Identify opportunities to streamline processes, improve coordination, and create more efficient workflows across the International Events function.

Cross-Regional Collaboration

• Work closely with international stakeholders across EMEA, APAC, LATAM, and Canada to support regional event priorities and ensure strong coordination across time zones.
• Support the International Marketing & Communications team in preparing event-related updates, planning documents, meeting materials, and stakeholder communications.
• Help ensure that regional nuances, cultural considerations, regulatory requirements, and market-specific expectations are reflected in event execution.

Qualifications & Experience

• 3–5 years of experience in events, marketing, hospitality, sponsorship coordination, business operations, or a related coordination role.
• Experience supporting events, conferences, client meetings, sponsorship activations, or marketing programs, ideally within financial services, fintech, asset management, wealth management, or another professional services environment.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities, timelines, and stakeholders simultaneously.
• Excellent attention to detail and a commitment to delivering polished, client-ready experiences.
• Strong written and verbal communication skills, with the ability to interact professionally with internal teams, external partners, vendors, sponsors, and senior stakeholders.
• Comfortable working across regions and time zones, with flexibility to support international events, occasional travel, and peak event periods as needed.
• Proactive, solutions-oriented, and able to work independently while keeping communication clear and timely.
• Strong team player who can operate effectively in a collaborative, fast-paced, and global environment.
• Experience with event management, project management, CRM, or collaboration tools such as Cvent, Salesforce, Monday.com, Microsoft Office, SharePoint, or similar platforms is a plus.
• Fluent in English; additional languages are a plus.

Why This Role Matters

This role is critical to the continued growth and professionalization of iCapital’s international event and sponsorship platform. As iCapital expands its proprietary events, regional conference presence, and sponsor-supported programming across EMEA, APAC, LATAM, and Canada, strong operational coordination will be essential to delivering consistent, high-quality experiences for clients, prospects, sponsors, and internal stakeholders.

By supporting event execution, sponsorship operations, vendor coordination, budgets, and cross-regional planning, the Associate, Event Operations Coordinator will help ensure that the International Events function operates with discipline, efficiency, and strong attention to detail, while enabling the team to scale its impact across markets.

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office four days, with the flexibility to work remotely on Friday. 

For additional information on iCapital, please visit https://www.icapital.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.