Events & Program Coordinator; Onsite - Richardson, TX

Job description

About GXA GXA is a growing IT services and cybersecurity company based in Richardson, Texas. We help Texas-based small and mid-sized businesses operate securely, efficiently, and with confidence through strategic IT leadership and proactive support.

We’re a collaborative, growth-focused team that values ownership, reliability, follow-through, and continuous improvement. We specialize in AI-powered IT solutions, cybersecurity, and strategic technology consulting for organizations typically ranging from 30 to 250 employees across verticals such as education, commercial real estate, manufacturing, and nonprofits.

Location: Richardson, TX (Onsite)
Schedule: Monday–Friday, standard business hours (with occasional event-based hours)

We’re hiring an Events & Program Coordinator who is highly organized, dependable, and great s role is less about marketing and more about administrative coordination + execution.

You will take plans mapped out by the company and make them happen—coordinating venues, vendors, invitations/RSVPs, run-of-show, materials, and follow‑up. You’ll also support the operational coordination behind our podcast program (guest scheduling, recording logistics, and keeping the production calendar on track), plus webinars.

The goal is to remove the marketing and leadership team from operational coordination so they can focus on being present and delivering great content. You’ll work closely with GXA’s leadership, fractional CMO (strategy/content direction) and internal marketing operations lead (Hub Spot, dashboards, digital campaigns) to keep programs moving smoothly and consistently.

This is a great fit for someone with an administrative assistant background and strong event planning experience
—especially candidates from nonprofits, associations, hospitality, education, or corporate environments
.

• Coordinate logistics for in-person and virtual events (executive luncheons, happy hours, panels, lunch & learns, client events, webinars, client 1‑1 meetings)
• Execute event plans created by the marketing team: timelines, checklists, run‑of‑show, and day‑of coordination
• Source and coordinate venues, catering, A/V, signage, name badges, parking details, and attendee communications
• Manage vendors and partners: quotes, scheduling, confirmations, and ensuring deliverables are met
• Manage registration/RSVP tracking and attendee communications (reminders, confirmations, directions)
• Ensure post‑event follow‑up tasks are completed (thank‑you emails, surveys, internal handoff to sales/marketing)

• Coordinate the operational logistics for GXA’s podcast program so leadership can focus on the conversation—not the details
• Support guest outreach, scheduling, confirmations, and calendar management
• Prepare recording‑day logistics: run‑of‑show, guest instructions, release forms (if used), arrival details, and equipment checklists
• Coordinate recording space/studio booking as needed and ensure all participants have what they need ahead of time (mic/camera/lighting readiness)
• Track the podcast production calendar to ensure recordings and publishing handoffs stay on schedule
• Coordinate with internal team and/or external editors for post‑production handoff (files, naming, deadlines)

• Support email marketing campaigns, contact list management, outreach, and basic campaign coordination
• Maintain the event/podcast/webinar calendar and keep stakeholders aligned on dates, deadlines, and next steps
• Coordinate production and delivery of program materials (print items, swag, handouts, signage, etc.)
• Keep documentation organized (templates, vendor lists, checklists, standard operating procedures)
• Support basic reporting after events/programs (attendance, notes, outcomes)
• Assist with digital marketing initiatives tied to events, lead generation, and follow‑up
• Help coordinate production of marketing materials and sales collateral

• Support webinar logistics (scheduling, reminders, tech checks, Q&A staffing coordination)
• Ensure presenters are…