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

Originally posted on Himalayas