Event Operations Coordinator

Pavago is seeking a highly organized and proactive Event Operations Coordinator to join a client’s team remotely, working within U.S. Central Standard Time (CST) hours. This full-time role involves managing the logistics, scheduling, travel, expenses, and daily operations for multiple active event campaigns. The position requires ownership of the entire event lifecycle—from planning through execution—ensuring seamless coordination of representatives, venues, equipment, schedules, and deadlines. The ideal candidate thrives in fast-paced environments, can juggle multiple events simultaneously, and adapts quickly to changing priorities while maintaining clear communication and operational accuracy.

Key Responsibilities

Event & Logistics Coordination:
Manage the event pipeline across several campaigns, overseeing all stages from initial planning to execution. Source, negotiate, and confirm logistics including booth requirements, load-in/load-out schedules, equipment, venue needs, and on-site operations. Communicate event details clearly to field representatives and internal teams. Track deadlines, dependencies, and proactively resolve logistical challenges. Maintain visibility into event status and ensure teams have necessary resources before each event.

Scheduling & Field Team Coordination:
Build and maintain representative schedules using Sling or similar tools. Collect availability, publish weekly schedules, and manage changes such as conflicts, coverage gaps, and last-minute adjustments. Act as the primary contact for field representatives regarding scheduling and logistics. Collaborate with leadership to ensure adequate operational coverage and timely communication of event details and schedule updates.

Travel & Expense Management:
Coordinate travel arrangements including flights, hotels, ground transportation, and itineraries for field representatives. Track and reconcile event and travel expenses, maintain organized receipts, and monitor spending against budgets. Identify potential budget issues early and ensure travel information is communicated clearly to all involved.

Reporting & Operational Support:
Prepare weekly operations and performance reports. Maintain accurate trackers for upcoming events, event status, representative schedules, travel, expenses, and deadlines. Keep event documentation organized and current, providing leadership with clear visibility into active campaigns. Track outstanding action items through completion and support hiring, onboarding, and other operational initiatives as needed.

Required Qualifications

Previous experience in event coordination, logistics coordination, operations, scheduling, or administrative operations support is essential. Candidates must demonstrate the ability to manage multiple events and operational workflows simultaneously. Strong written and verbal communication skills in English are required, along with excellent organizational and time-management abilities. Proficiency with Google Workspace tools—Google Sheets, Docs, Drive, Calendar, and Gmail—is necessary. The role requires working during U.S. CST business hours and the ability to operate effectively in a fully remote environment. Candidates should be comfortable managing tight deadlines, shifting priorities, and coordinating multiple stakeholders independently, with strong attention to detail and follow-through.

Preferred Qualifications and Benefits

Experience with Sling, TravelPerk, or similar scheduling and travel management platforms is a plus. Prior work supporting field sales representatives or event-based teams, coordinating booths, venues, or event equipment, and tracking operational expenses and budgets will be advantageous. Experience in startup or high-growth environments and managing multiple simultaneous event campaigns is desirable.

This role offers high ownership across event operations and logistics, direct responsibility for multiple active campaigns, and exposure to scheduling, travel, budgeting, and field operations. It provides a fast-paced, fully remote work environment with clear career growth opportunities in event operations management, operations management, field operations, and project coordination.

Candidates will undergo a multi-step interview process, including a required one-way video interview via Spark Hire. This video submission is mandatory to progress to subsequent stages.

If you excel at keeping events, schedules, travel, logistics, and teams coordinated without missing critical details, this role offers a rewarding opportunity to ensure smooth execution of event campaigns from start to finish.