Event Coordinator (Contractor)

Position

Reports to: Marketing Lead - Energy Programs

Compensation*

Competitive starting salary range: $62,500 - $76,300 annually ($30.05-$36.68 per hour), commensurate with skills and experience.

Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We determine salary by completing a review of your application materials to evaluate your related education, experience and training.

Employment Classification: Full Time, Contract, Non-Exempt

Anticipated Start Date: As soon as possible; position is open until filled

Closing Date: 11/09/2026

Office Location: Portland Metro Area, Oregon, USA

Our Vision

Clean, affordable energy for everyone.

Our Commitment to Diversity

We recognize the lack of diversity in our industry, and we actively seek to address it with our hiring and retention practices as well as our values. We believe every person and their lived experience is integral to building a vibrant culture and delivering effective services to all customers we serve. We are committed to the principles of diversity, equity and inclusion, and we encourage candidates with diverse backgrounds and experience to apply.

Our Location

Energy Trust provides a range of work location options, including remote, hybrid and in-office work. This position will represent Energy Trust in public settings and potentially at community events. We are open to candidates who live throughout Oregon and Washington.

What We’re Looking For

The Field Event & Logistics Coordinator supports Energy Trust’s presence at trade shows, industry conferences and community events across Oregon.

This position handles day-to-day operations and logistics for external events and Energy Trust-hosted workshops, including but not limited to trafficking event requests, securing and shipping event assets, serving as a main point of contact for event organizers, handling vendor invoices, coordinating with internal marketing and field staff, coordinating with outside vendors and marketing teams, and tracking event outcomes.

This individual reports to the Marketing Lead—Energy Programs.

This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings. As necessary and appropriate, this position may be required to travel periodically to handle day-of logistics for events in Portland or around Oregon.

What You’ll Do

• Event Requests and Tracking:
• Review event requests and secure approvals from appropriate marketing managers.
• Ensure all required information is captured in Energy Trust’s Asana event tracker.
• Capture and track event deadlines.
• Pre-Event Logistics:
• Serve as the main point of contact for event organizer.
• As needed, help organize booth layout plans and secure required materials and signage.
• Handle ordering and shipping of event materials.
• Ensure staff coverage at events and, if needed, develop attendance schedules or run-of-shows.
• Event Sponsorship Execution & Administrative Support:
• Track sponsorship deliverables (e.g., submitting company logos, headshots, and creative, etc.) to even organizers ahead of deadlines.
• As needed, help assemble and distribute staff briefing documents covering booth schedules, branded attire, and lead capture protocols.
• Budget & Financial Tracking:
• Log and submit vendor invoices to accounts payable, assist with purchase orders and maintain expense records for event budgets.
• On-Site Execution: As needed, help set up and staff booth at larger community events.
• Post-Event Wrap-Up:
• Assist with booth teardown/breakdown
• Handle final bill reconciliations, collect attendee feedback
• Write evaluation reports.
• As needed, collect and compile post-event data to share with marketing, outreach and program staff.
• Perform other job-related duties as assigned.
• Perform all functions of the job in a safe manner.

Supervisory Responsibility

• This position has no supervisory responsibilities.

Requirements

• Bachelor’s degree in marketing, hospitality/event management, business administration, public relations or a related field (or equivalent professional experience).
• 2 years of experience in a professional work environment, or an equivalent combination of relevant internships or student organization leadership.
• Experience using Microsoft Office Suite.
• Familiarity with Asana or other project management tools, such as Basecamp is a plus.
• Willingness and ability to travel up to 20% of the time to support key events on-side, including occasional weekend events.
• Outstanding organizational skills and ability to track multiple deadlines and deliverables at once.
• Experience proactively communicating and coordinating logistics with multiple internal and external teams and vendors.
• Strong written and verbal communication skills with a customer service orientation toward internal teams and vendors.
• Spanish language fluency a plus but not required.

Additional information

The above information is designed to outline the major functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

Benefits

APPLICATION INSTRUCTIONS: Please submit a cover letter and resume on Energy Trust’s website

Don’t meet every single requirement? Studies have shown that candidates from certain demographics are less likely to apply to jobs unless they meet every single qualification—for example, women and People of Color. At Energy Trust we are dedicated to building a diverse, inclusive and authentic workplace—if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles.

*Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications in the pay equity assessment to determine equitable salary placement. Candidates should expect compensation offers within the starting compensation range. The full pay range is included to show the earnings potential for this position with sustained high performance.