64175200515 - Sr. Client Coordinator

Position Title: Sr. Client & Event Operations Manager

Department: Client Operations & Executive Support

Reports To: Executive Leadership

Employment Type: Full-Time Independent Contractor

Schedule: Monday – Friday, Eastern Standard Time (EST) Aligned (Requires flexible availability for periodic evening Zoom event coverage with 1–2 months' advance notice)

Location: Remote / Offshore (Open exclusively to talent in Latin America / LATAM)

We are a high-growth, fast-moving organization hosting frequent high-stakes virtual conferences, medical panels, and client events for doctors and executives. We are seeking a proactive, highly organized Sr. Client & Event Coordinator to own our end-to-end event execution, outreach workflows, and administrative logistics.

Think of this role like an elite, corporate "wedding planner" for virtual events: you are meticulous about the details, obsessed with guest lists and confirmations, and relentless in making sure every event runs seamlessly behind the scenes.

In addition to managing event operations and email campaigns, you will work alongside and manage our existing Executive Assistant, drive process improvements, and serve as a trusted, high-agency operational partner to leadership.

• Guest List & Invitation Campaigns: Manage speaker and doctor invitation lists, setting up and monitoring outbound outreach campaigns using platforms like Instantly.
• Inbox & RSVP Management: Oversee campaign responses (10–20+ daily inquiries), rapidly confirming registrations, sending contracts/agreements, securing digital signatures, and issuing calendar invites.
• Attendance Tracking & Pipeline: Maintain pristine tracking of RSVPs, speaker commitments, and document turnarounds using internal tools (Quo, spreadsheets, CRM).

• Live Call Monitoring: Serve as the back-end host/administrator during live Zoom calls with doctors and clients.
• Back-End Operations: Monitor attendee lists against RSVP rosters, ensure guest cameras are enabled, manage muting/unmuting, assist missing guests via live text/call/email in Quo, and troubleshoot technical friction.
• Professional On-Screen Presence: Maintain a polished, professional, business-casual appearance with crisp lighting and a professional virtual background during live events.
• Seasonal Evening Availability: While typical hours are 8:00 AM – 5:00 PM EST, you will flex up to cover evening events (up to 9:00 PM EST) when scheduled. Event dates are scheduled 1 to 2 months in advance (seasonality ranges from 5 to 16 evening calls per month).

• EA Management: Supervise and delegate operational tasks to our existing Executive Assistant, keeping the administrative function streamlined and accountable.
• Process Improvement: Actively identify operational bottlenecks, suggest system improvements, and clean up administrative workflows.
• Ad-Hoc Projects: Proactively find high-value administrative and operational projects during lighter event windows.

• Geographic Location: Must be based in Latin America (LATAM) for timezone alignment.
• Professional Experience: 4+ years in client operations, high-level executive assistance, corporate event planning, or client services within consulting, tech, or medical/B2B sectors.
• AI & Tech Literacy: High "AI fluency"—comfortable using AI tools (Claude, ChatGPT), email campaign tools (Instantly), Quo, Zoom, and modern SaaS dashboards.
• Flawless English: C2/Near-Native written and spoken English with exceptional professional composure.
• High Agency & Detail Orientation: You don't wait to be told what to do; you anticipate needs, solve problems, and double-check every detail.