Event Operations Coordinator

Pavago is seeking a highly organized and proactive Event Operations Coordinator to join a dynamic team managing multiple event campaigns remotely. This full-time role operates during U.S. Central Standard Time (CST) hours and involves overseeing event logistics, scheduling field teams, coordinating travel, managing expenses, and ensuring smooth day-to-day operations. The ideal candidate will take full ownership of the operational details from event planning through execution, acting as the central point of contact to ensure all teams have the necessary information and resources to deliver successful events. This position requires the ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and clear communication.

Key Responsibilities

- Manage the event pipeline across several active campaigns, coordinating all logistics from initial planning through execution.
- Source, negotiate, and confirm event logistics including booth requirements, load-in/load-out schedules, equipment, venue needs, and on-site coordination.
- Communicate event details effectively to field representatives and internal stakeholders, tracking deadlines and dependencies.
- Build and maintain representative schedules using Sling or similar tools, handling availability, schedule changes, coverage needs, conflicts, and last-minute adjustments.
- Serve as the primary contact for field representatives regarding scheduling and logistics, working closely with leadership to ensure proper operational coverage.
- Coordinate travel arrangements including flights, hotels, ground transportation, and travel itineraries for field teams.
- Track and reconcile event and travel-related expenses, maintain organized receipts, monitor budgets, and flag potential issues proactively.
- Prepare weekly operations and performance reports, maintain accurate trackers for events, schedules, travel, expenses, and deadlines.
- Keep event documentation organized and current, provide leadership with visibility into active campaigns, and track outstanding action items through completion.
- Support hiring, onboarding, and other operational initiatives as needed.

Required Qualifications

- Proven experience in event coordination, logistics coordination, operations, scheduling, or administrative operations support.
- Ability to manage multiple events, schedules, or operational workflows simultaneously.
- Excellent written and verbal communication skills in English.
- Strong organizational and time-management abilities with keen attention to detail.
- Proficiency in Google Workspace tools such as Google Sheets, Docs, Drive, Calendar, and Gmail.
- Comfortable working during U.S. CST business hours in a fully remote environment.
- Ability to operate effectively under tight deadlines and shifting priorities.
- Self-motivated with the ability to independently coordinate multiple stakeholders and priorities.

Preferred Qualifications and Benefits

- Experience with Sling, TravelPerk, or similar scheduling and travel management platforms.
- Background supporting field sales representatives or event-based teams.
- Familiarity with coordinating booths, venues, or event equipment.
- Experience tracking operational expenses and budgets.
- Previous work in startup or high-growth company environments.
- Exposure to managing multiple simultaneous event campaigns.

This role offers high ownership across event operations and logistics with direct responsibility for multiple active campaigns. It provides exposure to scheduling, travel, budgeting, and field operations within a fast-paced, fully remote setting. Career growth opportunities include advancement into Event Operations Management, Operations Management, Field Operations, and Project Coordination.

The interview process includes an initial application, a required one-way video interview via Spark Hire, followed by recruiter and final client interviews before an offer and onboarding.

If you excel at keeping events, schedules, travel, logistics, and people coordinated without missing critical details, this position is an excellent fit. Apply now to take charge of the operational elements that ensure every event campaign runs smoothly from start to finish.