Events Coordinator in Louisville, Kentucky at MAGNA WAVE Inc

Brands: MagnaWave, AuraWell, and VyFy
Department: Sales / Brand / Events
Reports To: Sales Director

MagnaWave is seeking a highly organized, proactive, and execution-focused Events Coordinator to support the planning and execution of events across MagnaWave, AuraWell, and VyFy.

This role is responsible for coordinating the logistics and operational details required to execute successful trade shows, conferences, educational events, wellness activations, dealer events, and customer experiences. This is a hands-on execution role designed for someone who enjoys managing details, solving problems quickly, and ensuring events run smoothly from start to finish.

The ideal candidate is highly organized, resourceful, and comfortable juggling multiple deadlines while working cross-functionally with sales, marketing, operations, and leadership teams. This position is not responsible for managing a team—it is responsible for ensuring the work gets done efficiently and professionally.

This role must embody MagnaWave’s LOUD Core Values:

• Listen and Lead
• One Team, One Mission
• Understand and Own
• Driven and Dynamic

• Coordinate logistics for trade shows, conferences, training events, wellness events, and brand activations across all company brands
• Manage event registration deadlines, exhibitor forms, contracts, and required documentation
• Coordinate travel arrangements, hotel accommodations, shipping schedules, and event-related transportation
• Manage booth materials, signage, promotional products, event supplies, and inventory
• Ensure all event assets arrive on time and are properly organized

• Serve as the primary point person for event logistics before, during, and after events
• Assist with booth setup, breakdown, and onsite event coordination as needed
• Troubleshoot last-minute issues quickly and professionally
• Maintain detailed event timelines and ensure deadlines are met
• Support presenters, sales team members, and leadership attending events

• Communicate with event organizers, venues, vendors, and external partners
• Secure quotes and coordinate vendor services
• Track deliverables and ensure vendors meet deadlines and expectations

• Partner closely with marketing, sales, education, and operations teams to ensure event readiness
• Coordinate internal event requests and communicate timelines clearly
• Ensure teams have the materials and information needed for successful event participation

• Track event expenses and assist with budget management
• Process invoices, purchase orders, and event-related expenses
• Maintain event calendars and organizational systems for upcoming events
• Provide post-event recap reporting including attendance, lead collection, and general event feedback

• High School diploma required, some college is preferred
• 2–5 years of event coordination, event planning, marketing coordination, or related experience
• Experience managing multiple projects and deadlines simultaneously
• Strong organizational and time management skills
• High attention to detail and strong follow-through
• Excellent communication and problem-solving abilities
• Comfortable working in a fast-paced environment with shifting priorities
• Proficiency in Microsoft Office/Google Workspace
• Ability to travel as needed for events

The right person for this role is:

• Organized — thrives on details, timelines, and checklists
• Hands-On — willing to jump in and execute the work
• Adaptable — can pivot quickly when plans change
• Accountable — owns tasks and follows through
• Collaborative — works well across departments
• Calm Under Pressure — solves problems without creating chaos

• Events are executed smoothly and professionally
• Deadlines are consistently met
• Event materials arrive on time
• Internal teams feel supported and prepared
• Budgets are managed responsibly
• Event logistics run efficiently with minimal last-minute surprises

This role is a great opportunity for someone who loves event planning and wants to be part of a growing company with multiple exciting brands. You’ll play an important role in creating exceptional experiences for customers while helping support the growth of MagnaWave, AuraWell, and VyFy.

To ensure a fair and efficient hiring process, all candidates must apply online. We respectfully request that applicants do not call or visit our offices regarding open positions. Qualified candidates will be contacted directly by a member of our recruiting team.