Events & Program Coordinator (Onsite - Richardson, TX)

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 like education, commercial real estate, manufacturing, and nonprofits.

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

About This Role

We’re hiring an Events & Program Coordinator who is highly organized, dependable, and great at logistics. This 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 (HubSpot, 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

Core Responsibilities

1) Event Coordination & Execution (Primary)

• 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)

2) Podcast Coordination & Logistics (Primary/Secondary)

• 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)

3) Administrative & Program Support

• 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

4) Webinar Logistics Support

• Support webinar logistics (scheduling, reminders, tech checks, Q&A staffing coordination)
• Ensure presenters are prepped and logistics are confirmed prior to go-live

5) Community Engagement & Outreach Support

• Identify and pursue speaking, panel, and sponsorship opportunities for GXA leadership in DFW
• Support co-marketing activities with strategic partners (e.g., cyber insurance brokers, CPA firms, HR tech firms)
• Support LinkedIn/community engagement programs through partner coordination and cross-promotion
• Build and maintain relationships with venues, guests, vendors, and industry contacts

Requirements

Must Have

• 2+ years of experience in event coordination, program coordination, or administrative support with significant event planning responsibilities
• Strong organizational skills and attention to detail (you love checklists and timelines)
• Ability to manage multiple tasks and deadlines without dropping details
• Excellent written and verbal communication (vendors, guests, internal teams)
• Comfortable learning tools and technology (calendar tools, registration tools, Zoom/Teams; CRM exposure helpful)
• Able to work onsite and occasionally support early morning/evening events

Preferred

• Experience coordinating fundraisers, galas, community events, or association events
• Experience coordinating podcast logistics (guest scheduling, studio coordination, production calendars)
• Familiarity with HubSpot (or any CRM/event registration tool)
• Comfort with light day-of A/V coordination with venue support (mic check, slides, Zoom setup)
• Experience supporting executive-level events or VIP guests

Marketing experience is not required. We’re looking for someone who can execute logistics exceptionally well.

What Success Looks Like

30 Days

• Learns GXA event types, audience, and internal workflow
• Builds templates: run-of-show, vendor checklist, RSVP comms, day-of kit list
• Supports at least one event in a coordination role

60 Days

• Owns an event end-to-end with minimal oversight
• Registration and follow-up process is clean and repeatable
• Identifies and documents preferred vendors/venues

90 Days

• Consistent event execution cadence
• Marketing leadership spends near-zero time on logistics
• Clear reporting snapshot after each event (attendance, notes, outcomes)

What Overall Success Looks Like

• Events run smoothly, professionally, and on time—with minimal leadership involvement in logistics
• The podcast runs on a predictable cadence (guests confirmed ahead, recording days organized, handoffs clean)
• Communication with vendors and guests is clear, timely, and professional
• Processes become repeatable (templates, checklists, timelines improve over time)

Benefits

• Ground-floor opportunity to build events and content programs from scratch
• Direct access to leadership and visible impact on growth
• Collaborative team environment with room to grow
• Exposure to marketing strategy, demand gen, events, and B2B content execution
• Stable, growing company in the technology sector
• Professional development opportunities