Event Operations Coordinator

Pavago’s client is seeking a highly organized and proactive Event Operations Coordinator to oversee event logistics, scheduling, travel arrangements, expenses, and daily operations across multiple active event campaigns. This full-time remote position operates during U.S. Central Standard Time (CST) hours. The role requires ownership of all operational details from event planning through execution, ensuring seamless coordination of representatives, venues, schedules, equipment, and deadlines. Ideal candidates thrive in fast-paced environments, manage multiple events simultaneously, and maintain organization despite changing priorities.

Key Responsibilities

- Manage the event pipeline across several active campaigns, coordinating all logistics from initial planning to execution.
- Source, negotiate, and confirm event 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, tracking deadlines, requirements, and dependencies.
- Proactively identify and resolve logistical challenges to ensure teams have necessary information and resources before each event.
- Build and maintain representative schedules using Sling or similar tools, collecting availability and managing weekly schedules across campaigns.
- Handle schedule changes, coverage needs, conflicts, and last-minute adjustments while serving as the primary contact for field representatives.
- Coordinate closely with leadership to maintain operational coverage and ensure timely distribution of event details and schedule updates.
- Arrange travel for field representatives, including flights, hotels, ground transportation, and itineraries.
- Track and reconcile event and travel expenses, maintain organized receipts, monitor budgets, and flag potential issues early.
- Prepare weekly operations and performance reports, maintain accurate trackers for events, schedules, travel, expenses, and deadlines.
- Keep event documentation current and organized, provide leadership with visibility into active campaigns, and track outstanding action items.
- Support hiring, onboarding, and other operational initiatives as needed.

Required Qualifications

- Proven experience in event coordination, logistics, operations, scheduling, or administrative operations support.
- Ability to manage multiple events, schedules, or workflows simultaneously.
- Excellent written and verbal communication skills in English.
- Strong organizational skills with exceptional time management and 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 work independently, coordinate multiple stakeholders, and adapt to tight deadlines and shifting 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 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, or Project Coordination.

Candidates will participate in a multi-step interview process, including a required one-way video interview via Spark Hire, followed by recruiter and client interviews before an offer and onboarding.

If you are detail-oriented, excel at juggling multiple priorities, and enjoy coordinating events, schedules, travel, and logistics to ensure smooth campaign execution, this position is an excellent fit. Apply today to take charge of the operational details that drive successful event campaigns.