Event Planner & Marketing Operations Coordinator - (U.S. Based - Remote)

About Us

Lyrasis is a 501 c 3 non-profit membership organization.

Our Mission Statement is: Lyrasis empowers libraries, archives and museums through content services, open technologies and community-based solutions that expand access to information, preserve cultural heritage, and advance the shared goals of our members and the communities we serve. Collaboratively, we build a future that is inclusive, equitable, accessible and sustainable.

Lyrasis organizational and staff values are: communication, respect, collaboration, impact, and service. Lyrasis was created by its members to help them tackle wide-reaching challenges with collective strengths. Lyrasis helps its members amplify their impact and influence.

Summary Description

We're looking for someone special - a strategic thinker who loves the energy of events but isn't satisfied with "the way we've always done it." If you're the type of person who walks a trade show floor and immediately spots opportunities for greater impact, if you get energized by bringing people together around a shared mission, and if you believe that great events are about more than just showing up, we want to talk to you.

The Event PlannerMarketing Operations Coordinator is responsible for ensuring the organization's events are strategic and impactful while driving efficiency across the entire Marketing and Communications (MarComm) team through robust project management and process improvement.

• Event Strategy and End-to-End coordination for all organizational events (in-person and virtual).
• Marketing Operations Leadership, including conducting process audits, implementing continuous process improvements, and ensuring efficient workflow for the entire MarComm Team.
• Project Management System Ownership (e.g., Smartsheet/Asana) to coordinate, track, and report on the work of the MarComm team.
• Data Analysis and Reporting, focused on tracking budget, assessing event ROI, and reporting on the overall marketing impact to drive evidence-based decisions.
• Collaborate with the MarComm team to develop cohesive, mission-aligned event-related communication and content.

Duties/ Job Responsibilities

• Own and administer the MarComm team's project management tool (currently Smartsheet), ensuring all team projects are coordinated, tracked, and visible. Develop, implement, and coordinate the annual conference strategy and calendar, ensuring alignment with organizational goals.
• Lead the execution of both in-person and virtual events, from concept through post-event analysis, maximizing impact through strategic investment.
• Select exhibit space, leveraging sponsorship and promotion opportunities, managing conference budget, collaboratively developing conference promotion materials with our in-house design team.
• Conduct thorough audits of existing conference and marketing processes, and implement necessary improvements to enhance team efficiency and effectiveness.
• Manage and monitor Lyrasis conference materials and inventory in a 3rd party portal.
• Manage external vendors for trade shows, event management, and shipping, negotiating best terms to ensure optimal value for the organization.
• Manage all event operations including venue preparation, tear down, booth staffing, and coordination of all on-site logistics, including troubleshooting as needed.
• Lead staff planning, pre-conference, and post-conference communications with internal stakeholders.
• Maintain event and operations budgets with accuracy and accountability.
• Analyze event data and generate reports on ROI and overall impact quarterly and after major national events.
• Works with outreach to ensure conference follow up and contacts are entered into Salesforce in a timely manner.
• Works as the project coordinator and assists in running official Lyrasis meetings, including support during the live meeting and promotion before and after. Occasionally assists in other virtual events.
• Support general MarComm efforts, including providing input on brainstorming sessions and assisting with communications projects as needed.

Required Skills and Qualifications

• Strategic thinking that connects events and marketing operations to organizational goals.
• Strong project management abilities, including expert use of tools such as Smartsheet or Asana.
• Demonstrated data analysis skills-ability to extract and present clear, compelling insights on ROI and impact.
• Excellent writing and communication abilities.
• Strong interpersonal and diplomatic skills to manage multiple stakeholders and competing demands simultaneously.
• Meticulous attention to detail (because the little things matter at events).
• Trade show exhibitor experience and a demonstrated record of planning in-person and virtual events for up to 500 people.
• Experience in conducting process audits and advocating for change and process improvements.
• Experience with high-paced environments balanced with long term goal-setting.
• Mission-driven outlook and commitment to DEIA principles and inclusivity in all communications and output.
• Comfortable working independently on a remote team.
• Minimum 2 years' experience in an event/conference planning role for an organization participates in multiple events per year.

Preferred Qualifications

• Bachelor's degree or equivalent, ideally in marketing, communications, or business.
• Experience working with libraries and cultural heritage organizations.

Supervisory Responsibilities

• None

Physical Demands

• This position is fully remote and requires sedentary work that primarily involves sitting/standing. Incumbent must be able to meet and communicate regularly via Zoom, Microsoft Teams, and/or other teleconferencing means.
• While the position is fully remote, travel to in-person Lyrasis events, national conferences and professional development seminars are required.

Application Notes

• Applications will be accepted through Friday, December 19, 2025. (Important Note: Due to the Lyrasis Christmas holiday office closure, selected applicants will be notified within the first two weeks in January 2026 if they are selected for an interview).
• Applications must include:
• Cover Letter and Resume
• Applications without a Cover Letter will NOT be considered.

At Lyrasis, one of our core values is to provide an inclusive environment to all who are employed here. Therefore, the company is intentional in providing fair and equitable employment opportunities to all applicants, without regard to race, color, religion, sex, national origin, age, disability or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.