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