Project Coordinator

Job Overview

About Us

At BizFuel, we believe every project is unique and deserves a tailored touch. We bring our clients’ vision to life by digging deep, asking the right questions, and delivering in a way that reflects their style and exceeds their expectations.

Our work is guided by six values: Detail, Collaborative Spirit, Integrity, Continuous Improvement, Adaptability, and Positive Impact.

Role Mission

Run the operations behind every event in a global security enablement program, 350+ events in 2027, so each one launches on schedule, reaches its registration goal, and closes out with clean data within two weeks.

We support the security organization of a leading global technology company, and the program spans North America, Europe, Asia-Pacific, and Latin America, with 350+ events across virtual sessions, executive roundtables, and hands-on labs that you’ll cover.

Each event already has a lead inside the client organization, and you are the operations partner they rely on. Speaker scheduling and coaching sit with a separate team, so your focus is registration, promotion, deadlines, surveys, and reporting, a defined set of tasks repeated at scale.

This is the main execution role on the engagement. You’ll report to the President of BizFuel and take day-to-day direction from a senior Account Lead, who sets strategy and manages the core client relationships.

Who We Are Looking For

At BizFuel, we love to creatively solve problems by asking clarifying questions and connecting the dots. You’ll fit right in if this sounds like you:

• Precise. You give the 300th registration page the same care as the first, and you catch the detail everyone else missed.

• A systems thinker. When you do something twice, you start thinking about how to make it faster, cleaner, or automatic.

• Collaborative. You write clear, warm, professional messages, and you enjoy being the person dozens of people count on.

• Transparent. You flag risks early, say when something is off track, and never let a request go quiet.

• Adaptable. New tools, shifting priorities, and multiple time zones don’t throw you.

• Always improving. You ask for feedback, look at the results, and carry what you learned into the next event.

Responsibilities & Expectations

Event intake and build

• Own intake for every new event. Check the project board daily and close any input gaps with event leads and program owners so no event stalls before build.

• Publish each registration page in the correct regional event platform within 24 hours of receiving all required inputs, following documented procedures.

• Move each event through its pipeline stages to publication, with its status current on the project board at all times.

End-to-end event coordination

• Own the work-back schedule for each event. Track deliverables and deadlines across registration, promotion, speaker readiness, and close-out so every workstream knows what’s due and when.

• Coordinate with the speaker team so speaker deadlines appear on each event timeline, and brief speakers on registration numbers the week before their event.

Promotion and registration

• Drive registrations through the client’s account teams. Send personalized outreach to account managers so they can invite target customers and prospects.

• Track registrations at set intervals, flag every event below threshold, and send targeted reminders until it recovers.

• Send a monthly roll-up of upcoming events to account managers, organized by region and date, and post it in an internal channel twice a month.

• Produce printed materials for in-person event leads and hosts ahead of each in-person event.

Surveys, reporting, and program insight

• Build and launch a CSAT survey for every event, and combine the results with speaker feedback and pipeline data provided by the client.

• Deliver a monthly report with key themes and event-by-event summaries: registrations, attendance, engagement, survey results, speaker insights, and attendee quotes. The client team reviews it before it goes to leadership.

• Analyze results across the whole program and surface trends the client can act on, such as which formats, regions, or topics perform best.

• Prepare status updates for the client at least every two weeks, in line with the agreed communication plan.

Post-event close-out

• Close out every event within two weeks. Collect attendance and notes from event leads, share attendance with the client’s operations lead, and draft trip reports.

• Give event leads the data and materials they need for their own post-event reports.

Stakeholder support

• Be the responsive point of contact in Slack for change requests, assets, and questions from anyone supporting the program. Reply within 24 hours during your working hours.

• Resolve what you can on your own, and know when to escalate to the Account Lead.

Process improvement

• Spot friction, propose fixes, and put them in place with the existing tool stack, including automation and approved AI tools, so the program keeps pace as volume grows.

• As the program grows, you could also take on related projects for this client and/or BizFuel.

Required Experience & Skills

Required

• Two or more years of experience in program coordination, project management, marketing operations, or event operations. We’ll consider candidates with less experience who clearly show systems thinking and attention to detail.

• Strong written communication, including clear, professional emails and Slack messages to senior stakeholders.

• A track record of managing high volumes of repeatable work and overlapping deadlines without dropping details.

• Ability to work independently and asynchronously with a distributed team.

• Working knowledge of Slack, Zoom, and Microsoft 365.

Preferred

• Experience supporting B2B technology or security events.

• Experience with enterprise event registration platforms, webinar tools, or survey tools.

• Comfort with CRM campaign data and basic registration and survey metrics.

• Experience building CSAT surveys, writing post-event reports, and spotting trends in survey and attendance data.

• Experience using automation or AI tools to streamline repetitive workflows.

• A habit of building documentation and repeatable processes.

Key Performance Indicators (KPIs)

At 90 days, you’ll be scored on these:

• Build speed. Share of registration pages published within 24 hours of complete inputs.

• Registration health. Share of events that reach their registration threshold by event day.

• On-time close-out. Share of events fully closed out within two weeks.

• Reporting on schedule. Every bi-weekly status update and monthly report delivered on time, with a CSAT survey launched for every event.

• Responsiveness. Every stakeholder message answered within 24 hours during working hours.

Schedule

Fully remote and US-based, with no travel required. Eastern hours are likely easier for you, since our main stakeholders are on the East Coast and that window also overlaps with Europe, most of Latin America, and some of Asia-Pacific.

• Flexibility that fits your life. We work asynchronously by default, so you set your own hours, whether that’s school pickup, a doctor’s appointment, or an evening swapped for an afternoon. We ask for predictable availability with at least half of your working hours overlapping the East Coast business day. Calls with colleagues in several regions occasionally land outside typical business hours.

Benefits/Perks

• Unlimited PTO.

• Ownership. You’re the main executor on a global program, and the events run through you.

• An inside view. You’ll see how a global enterprise security organization engages executives and practitioners across four regions, and you’ll work with people throughout it.

• Room to grow. As you master the program, you can take on more of the account relationship over time, and BizFuel is growing too, so new opportunities may follow.

• A strong start. You’ll get a structured handoff from the team running the program today.