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.

ResponsibilitiesEvent & 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 & SkillsMust-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

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