Event Operations Coordinator

Event Operations Coordinator – Events, Logistics & Scheduling | Remote

Position Type: Full-Time, Remote
Working Hours: U.S. Central Standard Time (CST)

About the Role

At Pavago, one of our clients is hiring a highly organized and proactive Event Operations Coordinator to manage event logistics, field team scheduling, travel coordination, expenses, and day-to-day operations across multiple active event campaigns.

This is not a basic administrative or assistant role. You’ll take ownership of the operational details required to move events from planning through execution, ensuring representatives, venues, schedules, travel, equipment, expenses, and deadlines remain coordinated.

You’ll serve as a central point of operational coordination, making sure teams have the right information, resources, and coverage before each event.

If you thrive in fast-moving environments, can manage multiple events simultaneously, and stay organized when plans change, this role is a strong fit.

What You’ll Own

Event & Logistics Coordination

• Manage the event pipeline across multiple active campaigns
• Coordinate events from initial planning through execution
• Source, negotiate, and confirm event logistics
• Coordinate:
• Booth requirements
• Load-in and load-out schedules
• Equipment
• Venue requirements
• On-site logistics
• Communicate event details clearly to field representatives and internal stakeholders
• Track event deadlines, requirements, and dependencies
• Proactively identify and resolve logistical issues
• Ensure teams have the information and resources needed before each event
• Maintain clear visibility into the status of upcoming and active events

Scheduling & Field Team Coordination

• Build and maintain representative schedules using Sling or similar scheduling tools
• Collect and track representative availability
• Publish and manage weekly schedules across campaigns
• Handle:
• Schedule changes
• Coverage needs
• Conflicts
• Last-minute adjustments
• Serve as a primary point of contact for field representatives regarding scheduling and logistics
• Coordinate closely with leadership to maintain appropriate operational coverage
• Ensure representatives receive accurate event details and schedule updates on time

Travel & Expense Management

• Coordinate travel arrangements for field representatives
• Manage:
• Flights
• Hotels
• Ground transportation
• Travel itineraries
• Track event and travel-related expenses
• Maintain organized receipts and supporting documentation
• Reconcile expenses accurately
• Monitor spending against established budgets
• Flag potential budget issues before they escalate
• Ensure travel information is clearly communicated to representatives

Reporting & Operational Support

• Prepare weekly operations and performance reports
• Maintain accurate trackers for:
• Upcoming events
• Event status
• Representative schedules
• Travel
• Expenses
• Operational deadlines
• Keep event documentation organized and current
• Provide leadership with clear visibility into active campaigns
• Track outstanding action items through completion
• Support hiring, onboarding, and other operational initiatives when required

Requirements

• Previous experience in:
• Event Coordination
• Logistics Coordination
• Operations
• Scheduling
• Administrative Operations Support
• Experience managing multiple events, schedules, or operational workflows simultaneously
• Excellent written and verbal English communication skills
• Strong organizational and time-management skills
• Proficiency with Google Workspace, including:
• Google Sheets
• Google Docs
• Google Drive
• Google Calendar
• Gmail
• Ability to work during U.S. CST business hours
• Comfortable operating under tight deadlines and changing priorities
• Strong attention to detail and follow-through
• Ability to independently coordinate multiple stakeholders and operational priorities
• Comfortable working in a fully remote environment

Nice to Have

• Experience with Sling, TravelPerk, or similar scheduling and travel platforms
• Experience supporting field sales representatives or event-based teams
• Experience coordinating booths, venues, or event equipment
• Experience tracking operational expenses and budgets
• Startup or high-growth company experience
• Experience supporting multiple simultaneous event campaigns

Tools & Technology

Google Workspace | Google Sheets | Google Docs | Google Drive | Google Calendar | Gmail | Sling | TravelPerk | Scheduling Tools | Travel Management Platforms

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Are highly organized and rarely let details fall through the cracks
• Can manage multiple events and priorities simultaneously
• Proactively identify problems before they disrupt operations
• Communicate clearly with internal teams and external partners
• Remain organized when schedules or event details change unexpectedly
• Take ownership from initial planning through final execution
• Are comfortable being the person others rely on for accurate operational information
• Follow up consistently without needing repeated reminders
• Stay calm and execution-focused when last-minute changes occur

What a Typical Day Looks Like

You might start your day by reviewing upcoming events, checking representative coverage, and confirming venue, booth, and travel logistics.

Throughout the day, you’ll coordinate with field representatives, venues, and internal teams; make travel arrangements; update schedules; respond to operational questions; and manage last-minute changes.

You’ll also track expenses, maintain event documentation, monitor deadlines, and prepare updates so leadership has clear visibility into every active campaign.

In short: you keep events, people, schedules, travel, and logistics organized so campaigns execute smoothly and on time.

Key Metrics for Success

• Accurate and timely event coordination
• Consistent schedule coverage across campaigns
• On-time communication with representatives and stakeholders
• Minimal scheduling conflicts and operational disruptions
• Accurate travel and expense tracking
• Events executed according to timelines and requirements
• Clean and up-to-date operational documentation
• Fast and reliable response to operational changes
• Leadership visibility into event and campaign status

Why This Role Stands Out

• High ownership across event operations and logistics
• Direct responsibility for multiple active campaigns
• Exposure to scheduling, travel, budgeting, and field operations
• Fast-paced environment with measurable operational impact
• Fully remote working environment
• Career growth opportunities into:
• Event Operations Management
• Operations Management
• Field Operations
• Project Coordination

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Recruiter Interview
4. Final Interview with Client
5. Offer & Onboarding

Spark Hire Video Interview – Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you’re highly organized, thrive in fast-moving environments, and know how to keep events, schedules, travel, logistics, and people coordinated without missing critical details, we’d love to hear from you.

Apply today and take ownership of the operational details that help ensure every event campaign runs smoothly from planning through execution.

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Originally posted on Himalayas