Operations & Experience Coordinator

We are seeking a highly organized and proactive Operations & Experiences Coordinator to join our team. In this role, you will be responsible for overseeing procurement and travel processes, providing dedicated executive support, coordinating internal corporate and external marketing events, and ensuring smooth day-to-day operations. You will collaborate closely with executives, cross-functional teams, and external vendors to deliver exceptional operational and event experiences that align with company objectives.

What You'll Do Here:

• Oversee and process all incoming corporate marketing external travel requests, hotels and event management ensuring adherence to company policies and timely completion.
• Prepare and submit accurate expense reports for internal events and reconcile company credit card statements, ensuring compliance with financial guidelines.
• Track event spend against the budget set by the Corporate Marketing lead, log commitments and invoices, and flag variances as they arise.
• Own the end-to-end planning and execution of internal corporate events and employee experiences, including the Annual General Meeting (AGM), annual staff events and on-site initiatives, ensuring each experience is engaging, well-organized and aligned with Viral Nation’s culture and business priorities.
• Maintain and update Standard Operating Procedures (SOPs) related to internal corporate spend efficiencies, identifying opportunities for process improvements and increased efficiency.
• Support the corporate marketing team with overall operations, logistics and expenditures. Coordinate event prep calls and weekly team syncs, maintain agendas, capture action items, and follow up on outstanding information and approvals.

• Support the planning and execution of external conferences, sponsorship activations and client dinners.
• Ensure all event deliverables and logistics are executed effectively and that attendees have clear information. Coordinate team registrations, passes and RSVPs, and send and update calendar invitations.
• Coordinate venue requirements, vendor communications, shipping, and on-site needs.
• Source event materials (e.g., signage, swag, printed collateral), compare supplier quotes, maintain inventory and identify opportunities for reuse across events. Manage ordering and track deliveries.
• Create detailed internal documents for event staff (e.g., run-of-show, staffing assignments).
• Coordinate cross-functional inputs and confirm readiness of presentations, demos, and speaking materials.
• Manage vendor payments and contracts in collaboration with legal and accounts payable teams.
• Coordinate post-event feedback forms, follow up on outstanding responses, and collect photos, videos and other content assets for event recaps.

• 3+ years of experience in operations, coordination, and event management.
• Strong organizational and time management skills, with the ability to handle multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills, with a customer-service mindset.
• Proficiency in calendar management, travel coordination, and expense reporting.
• Experience with event planning, vendor management, and logistical coordination.
• Strong attention to detail and a proactive approach to problem-solving.
• Ability to collaborate effectively across teams and with external partners.

Viral Nation is committed to diversity, equity and inclusion in our agency. Viral Nation welcomes applications from people with visible and non-visible disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruiting and selection process.