Event Operations Coordinator

Job Title: Event Operations Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S. Central Standard Time (CST) Hours

About the Role

We’re hiring an Event Operations Coordinator to manage logistics, scheduling, and operational coordination across multiple active event campaigns.

This is a fast-paced, high-responsibility operations role - not a simple admin or assistant position.

You will be responsible for coordinating events end-to-end, managing schedules, handling travel and logistics, communicating with field representatives, and ensuring every moving piece stays organized and executed on time.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities simultaneously without things falling through the cracks.

Responsibilities

Event & Logistics Coordination

• Manage the full event pipeline across multiple active campaigns
• Source, negotiate, confirm, and coordinate event logistics
• Handle booth setup requirements, load-in/load-out schedules, equipment coordination, venue communication, and on-site logistics support
• Ensure all event details are properly communicated to field representatives and internal stakeholders

Scheduling & Team Coordination

• Build and maintain representative schedules using Sling or similar scheduling tools
• Ensure availability submissions are completed on time
• Publish and manage weekly schedules across campaigns
• Act as the primary point of contact for field representative logistics and scheduling questions
• Coordinate closely with leadership to maintain operational alignment

Travel & Expense Management

• Coordinate travel bookings and logistics for field representatives
• Track and reconcile travel and event-related expenses
• Maintain organized records and receipts
• Monitor spend against budget thresholds and proactively flag issues

Reporting & Operations Support

• Prepare weekly operations and performance reports
• Maintain clean operational trackers and documentation
• Ensure visibility across event status, scheduling, logistics, and expenses
• Support hiring, onboarding, and operational coordination initiatives when needed

What Makes You a Strong Fit

• You are highly organized and detail-oriented
• You thrive in fast-moving operational environments
• You proactively solve problems before they escalate
• You can manage multiple priorities simultaneously without losing accuracy
• You communicate clearly and professionally with both internal teams and external partners
• You take ownership and follow through consistently

Required Experience & Skills

Must-Have Requirements (Non-Negotiable)

• Previous experience in event coordination, logistics coordination, operations, scheduling, or administrative operations support
• Strong experience managing multiple moving pieces simultaneously
• Excellent written and verbal English communication skills
• Strong organizational and time management abilities
• Proficiency with Google Workspace (Google Sheets, Docs, Drive, Calendar, Gmail)
• Ability to work during U.S. Central Standard Time (CST) business hours
• Comfortable working in fast-paced environments with tight deadlines

Nice-to-Have Experience

• Experience using Sling, TravelPerk, or similar scheduling/travel tools
• Experience supporting field sales teams or event-based operations
• Experience tracking operational expenses and budgets
• Startup or high-growth company experience

What Does a Typical Day Look Like?

Your day will revolve around keeping operations organized and ensuring events run smoothly from planning to execution.

You will:

• Review upcoming events and confirm logistics
• Coordinate with venues, representatives, and internal teams
• Update schedules and manage travel coordination
• Handle operational questions from the field team
• Track expenses and maintain operational documentation
• Monitor deadlines, scheduling updates, and event changes
• Prepare reports and ensure leadership has clear operational visibility

In essence: you are the operational backbone ensuring events, schedules, logistics, and communication stay organized and executed efficiently.

Key Metrics for Success (KPIs)

• Accuracy and timeliness of event coordination
• Schedule completion and operational consistency
• On-time communication with reps and stakeholders
• Accuracy of expense tracking and reporting
• Reduction in operational issues and scheduling conflicts
• Responsiveness and execution reliability

Interview Process

• Initial Screening Call
• Recruiter Interview
• Final Interview with Client
• Offer & Onboarding