Events & Communications Coordinator

The Company

Mantis Beyond Innovation believes that the development of the innovation ecosystem and startup entrepreneurship improves quality of life. We implement Open Innovation projects that help startups, innovative professionals, and researchers scale solutions to address complex challenges from large private and public organizations.

As innovation enablers, we collaborate with organizations that aim to accelerate their transformation across environmental, technological, economic, and social levels. We support our clients with comprehensive transformation initiatives, from idea creation to implementation and scaling.

The Role

We are looking for an Events & Communications Coordinator to support the delivery of Mantis’ open innovation programs and lead the operational planning and coordination of program events and participant communications.

The role combines event coordination, communications and project coordination, ensuring that activities are delivered on time, stakeholders remain aligned, and a consistent participant experience is maintained across programs.

Reports to: Programs Manager

Key Responsibilities

1. Events Planning & Delivery

• Plan and coordinate the end-to-end delivery of program events, indicatively including workshops, bootcamps, demo days, pitching events, info sessions and networking events.
• Prepare event agendas, participant lists, registration forms and logistical checklists.
• Liaise with venues, suppliers, speakers, moderators and external partners.
• Coordinate on-site, online and hybrid event operations before, during and after each event.
• Develop and maintain event workplans, timelines and checklists, tracking key milestones and dependencies through to completion
• Ensure a smooth participant experience throughout every event.

2. Program Communications

• Prepare invitations, announcements, newsletters and participant emails.
• Coordinate communication related to open calls, deadlines, webinars and program updates.
• Manage participant inquiries and provide timely responses throughout program delivery.
• Collaborate with the Marketing team to prepare communication assets and ensure consistent messaging across channels.
• Support the coordination of social media and promotional activities related to program events.

3. Reporting, Monitoring & Documentation

• Maintain accurate participant, event and program documentation.
• Collect participant feedback and monitor event-related KPIs.
• Support the preparation of program reports, event summaries and presentations.
• Maintain structured program documentation in SharePoint and ClickUp.
• Track follow-up actions and contribute to lessons learned and continuous improvement after key activities.

Required Qualifications

1. Education & Experience

• Degree in Communications, Marketing, Business Administration, Event Management, Public Relations, Project Management, Innovation Management or a related field.
• 3+ years of experience in event management, project coordination, communications, community engagement, marketing activations or related roles.
• Proven experience in designing, coordinating and delivering physical, digital and hybrid events, including conferences, workshops, info days, demo days, pitching events, networking events or corporate activations.
• Experience in managing event timelines, suppliers, venues, speakers, participants, communication flows and on-site or online operations.
• Demonstrated experience managing multiple workstreams, deadlines and stakeholders simultaneously.
• Experience in stakeholder communication, audience engagement, content coordination and post-event reporting.
• Experience working with project plans, timelines, task management tools and structured follow-up processes.
• Previous experience in innovation programs, startup events, corporate events, public sector initiatives or ecosystem-building activities will be considered an asset.

2. Hard Skills

• Strong event planning and project coordination skills, including agendas, timelines, logistics and follow-up.
• Excellent written and verbal communication skills in Greek and English, with the ability to create clear participant-facing content.
• Strong storytelling skills, translating program objectives, brand messages and event concepts into engaging narratives.
• Good understanding of audience engagement, participant experience, event flow and stakeholder coordination across physical, digital and hybrid environments.
• Proficiency with collaboration, project management and CRM tools, and ability to coordinate stakeholders and prepare event reports and documentation.

3. Soft Skills

• Excellent attention to detail and time management.
• Ability to manage multiple priorities and deadlines.
• Strong communication and stakeholder management skills.
• Proactive, reliable and solution-oriented mindset.
• Ability to work collaboratively within cross-functional teams and adapt to fast-paced project environments.

4. Desirable

• Experience in open innovation programs, hackathons, accelerators, startup programs, university programs or public sector events.
• Experience in community building, ecosystem engagement or stakeholder activation.
• Familiarity with CRM, email marketing, registration platforms, event analytics or participant management tools.
• Experience in brand storytelling, content coordination, social media activation or campaign support.
• Interest in innovation, entrepreneurship, technology, sustainability and startup ecosystems.

What Mantis Offers

• A work environment that fosters creativity, growth, and personal authenticity
• A team with a shared vision and genuine commitment to positive social impact
• Continuous investment in learning, education, and collaboration
• The freedom to build something of your own — as long as you share it with others

At Mantis Beyond Innovation, we invest in people who want to build something worthwhile.