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Special Events Coordinator

Job Title: Special Events Coordinator


The Special Events Coordinator is responsible for the successful planning and execution of all events that One Firefly attends and hosts.  The ideal candidate is an organized team player who is a great communicator that thinks critically, is highly motivated, enjoys learning, and tackles assigned projects with diligence and passion.  This person should also come to work with a positive attitude and be comfortable working independently from home.


  • Manage the planning, logistics, and execution of a portfolio of events, including but not limited to:  trade shows, industry conferences, trainings, virtual webinars, and One Firefly Team events. 
  • Plan and oversee events with responsibilities that include, but are not limited to: 
    • Site selection 
    • Staffing
    • Booth design, equipment, rentals
    • All necessary supporting supplies 
    • Travel accommodations - transportation, hotel, meals, entertainment, etc.
    • Swag
    • Coordination with Office Management on the advance shipment and return of event supplies 
    • Lead capture tools, strategy, and follow-up
    • Event invites, RSVPs, and surveys
    • Onsite operational support as needed, including event setup and tear-down
  • Collaborate with internal departments on supporting event materials (graphics, social media, swag, communications, marketing, sponsorships, etc.).
  • Provide regular communication with internal and external stakeholders on planning status, needs, deliverables, schedules, key dates, and deadlines.  
  • Host pre-event and post-event meetings with internal stakeholders, personnel, and/or attendees prior to and following each event.  
  • Maintain accurate records for each event - vendors, key contacts, contracts, meeting notes, action items, budget.
  • Assist the Corporate Marketing Team as needed with research to identify new events that support the company’s overall business goals.
  • Field other administrative support requests, research, tasks, and projects as needed. 


  • Must be able and willing to travel throughout North America to attend events as needed. 
  • Bachelor’s Degree in Business, Marketing, Event Management, or similar field strongly desired.
  • At least two years experience working as an event planner, coordinator, administrative assistant, or similar role.
  • Background in technology/consumer electronics/home automation industries is a plus.
  • Superior English language abilities.
  • Superior verbal and written communication skills.
  • Knowledge of Google Suite a plus - Google Sheets, Docs, Slides.
  • Demonstrated ability to manage multiple projects simultaneously, set priorities, utilize resources, and meet deadlines.
  • Meticulous attention to detail.
  • Strong prioritization and organizational skills and the ability to carry detailed projects and events through to completion.
  • Results-driven with a proven record of following through on commitments.
  • Proven problem solver that takes initiative.
  • Positive, can-do attitude required.
  • Strong desire to grow within the organization.
  • Embrace an attitude of lifelong learning.
  • A team player who enjoys team collaboration.
  • Comfortable working remotely and on frequent video conferences (daily).




One Firefly, LLC is an award-winning marketing agency that caters to residential and commercial custom integration and security markets. One Firefly is headquartered in Coral Springs, Florida with staff located throughout North America and has been operating since 2007. At One Firefly we value people who are naturally high achievers with a growth mindset. So, even if you don’t 'check all the boxes' on this job description, BUT you are passionate about learning and growing yourself along with helping others around you, we encourage you to apply! One Firefly embraces diversity and equal opportunity. We are committed to building a team that is diverse with a variety of backgrounds, perspectives and skills. We believe that through collaboration of various viewpoints, we have better ideas, leading to a better place to work with more innovative products and services to offer our clients.

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