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iCapital is seeking an Associate Event Operations Coordinator to join the International Marketing & Communications team 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.
You 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 deliver high-quality, client-facing experiences that support iCapital's business objectives.
Key responsibilities include:
**Event Operations & Logistics:** Support planning and execution of proprietary iCapital events including conferences, roadshows, and client events. Assist with venue research, supplier coordination, catering, hotel blocks, travel, ground transportation, and onsite materials. Maintain event timelines, checklists, attendee lists, and production schedules. Provide onsite support including registration, speaker preparation, and guest management. Manage event registration platforms and attendee data. Ensure consistency and quality across event formats and materials aligned with iCapital's brand standards.
**Sponsorship & Third-Party Event Support:** Coordinate third-party sponsorships including conference participation, sponsor deliverables, and branded materials. Track sponsorship benefits, deadlines, and contractual deliverables. Coordinate with internal stakeholders across Marketing, Events, Legal, Compliance, Finance, and regional teams. Manage sponsor logistics for proprietary events. Support administration of sponsorship agreements, vendor contracts, and documentation.
**Vendor, Budget & Process Coordination:** Coordinate vendors, agencies, venues, and event partners. Support budget tracking, purchase orders, invoice processing, and expense reconciliation. Maintain trackers and dashboards for event deliverables, budgets, and timelines. Assist with post-event analysis including attendee engagement metrics and lessons learned. Identify opportunities to streamline processes and improve workflows.
**Cross-Regional Collaboration:** Work with international stakeholders across multiple regions to support regional event priorities and ensure strong coordination across time zones. Prepare event-related updates, planning documents, and stakeholder communications. Ensure regional nuances, cultural considerations, and market-specific expectations are reflected in execution.
This is a hands-on operations role suited for someone proactive, detail-oriented, and energized by working in a fast-paced, international environment. The role is critical to scaling iCapital's international event and sponsorship platform as the company expands its proprietary events and regional conference presence.
**Requirements:**
- 3–5 years of experience in events, marketing, hospitality, sponsorship coordination, business operations, or related coordination role
- Experience supporting events, conferences, client meetings, sponsorship activations, or marketing programs, ideally within financial services, fintech, asset management, wealth management, or professional services
- Strong organizational and project coordination skills with ability to manage multiple priorities, timelines, and stakeholders simultaneously
- Excellent attention to detail and commitment to delivering polished, client-ready experiences
- Strong written and verbal communication skills 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
- Proactive, solutions-oriented, and able to work independently while maintaining clear communication
- Strong team player who operates effectively in collaborative, fast-paced, global environments
- 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
