Event Coordinator Operations Assistant | - 19403

• 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

• 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

• 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

• 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

• 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

• 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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• 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

What’s 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