Event Coordinator Operations Assistant

Employment Details

• Employment Type: Full-Time Remote Contractor
• Location: Remote
• Seniority Level: Mid-Level
• Benefits: Competitive PTO and paid holidays
• Schedule: Full-Time
• Industry: Operations / Event Coordination / Client Experience

Role Overview

We are seeking a highly organized and proactive Event Coordinator Operations Assistant to support the execution of client-facing events dinners and relationship-building initiatives. This role is responsible for managing the operational details that ensure every event runs smoothly from venue coordination and guest communications to tracking budgets and documenting processes.

You will serve as the operational backbone behind client experiences helping create seamless high-touch interactions for high-growth companies and executive stakeholders. This is an ideal opportunity for someone who thrives in a fast-paced remote environment enjoys balancing logistics with client communication and takes pride in creating structure and efficiency.

The ideal candidate is detail-oriented resourceful an exceptional written communicator and capable of managing multiple moving parts with minimal oversight.

Key Responsibilities

Event Logistics & Coordination

• Manage end-to-end logistics for client dinners networking events and executive gatherings
• Research and coordinate venues reservations vendors caterers gifts and event materials
• Build and maintain guest lists while tracking RSVPs and attendee information
• Coordinate scheduling calendar invites reminders and confirmations across internal and external stakeholders
• Track event budgets expenses invoices and vendor payments within internal systems
• Ensure all event details are properly documented confirmed and communicated ahead of time
• Support seamless execution of events while proactively resolving logistical issues

Client Outreach & Communication

• Draft and send personalized professional invitations and follow-up communications to American clients
• Manage event communication workflows and outreach sequences throughout the event lifecycle
• Respond to client inquiries regarding event logistics confirmations scheduling and dietary preferences
• Coordinate post-event thank-you messages and follow-up communications to strengthen client relationships
• Maintain a warm polished and professional communication style in all interactions

Process Documentation & Operations

• Build organize and improve event planning playbooks and operational SOPs
• Create and maintain dashboards trackers checklists and reporting systems for event management
• Document processes and maintain organized records of vendors past events and client preferences
• Identify inefficiencies and recommend workflow improvements to support scaling operations
• Collaborate cross-functionally with Growth and Client Experience teams to streamline execution

Required Skills & Qualifications

Hard Skills

• Previous experience in event coordination executive assistance operations support or a similar administrative role
• Strong written English communication skills with the ability to communicate professionally with US-based clients
• Experience using scheduling tools CRMs and project management platforms such as HubSpot Notion Asana or similar systems
• Ability to manage multiple projects deadlines and event timelines simultaneously
• Experience tracking budgets invoices expenses and operational details
• Strong documentation and process-building capabilities

Soft Skills

• Highly organized with exceptional attention to detail
• Self-starter who takes initiative and works effectively with minimal supervision
• Proactive and solution-oriented mindset
• Reliable accountable and consistent in a remote work environment
• Strong interpersonal and relationship-building abilities
• Comfortable collaborating across teams and time zones
• Adaptable and able to thrive in a fast-paced evolving environment

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What Success Looks Like

• Events and client dinners are executed smoothly with minimal oversight
• Clients receive timely professional and personalized communication
• Operational systems trackers and documentation remain organized and scalable
• Internal teams can rely on accurate coordination and proactive follow-through
• Opportunities for process improvements are consistently identified and implemented

Why This Role Is Exciting

• Join a fast-scaling technology-driven company modernizing a traditional industry
• Gain exposure to high-growth businesses and executive-level client interactions
• Play a key role in creating high-impact client experiences
• Work within a collaborative high-performance remote environment
• Opportunity for long-term career growth and increased responsibility as the company scales

Whats Offered

• Stable long-term remote opportunity
• Competitive PTO and paid holidays
• Collaborative and supportive team culture
• Training and operational documentation provided
• Career growth opportunities for high performers
• Exposure to innovative technology and AI-driven operational systems