Event Operations Coordinator

Event Operations Coordinator (Events, Logistics & Scheduling) – Remote | CST Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Central Standard Time (CST)
About the Role

At Pavago , one of our clients is hiring an Event Operations Coordinator to manage event logistics, scheduling, travel coordination, and day-to-day operations across multiple active event campaigns.

This is not a basic administrative or assistant role . You’ll be responsible for keeping multiple events moving from planning through execution while ensuring schedules, representatives, venues, travel, expenses, and operational details remain organized.
You will own:

- Event logistics and coordination

- Field representative scheduling

- Travel arrangements

- Venue and vendor communication

- Expense tracking

- Operational reporting

- Event documentation and follow-through

If you’re highly organized, proactive, and comfortable managing several moving pieces under tight deadlines, this role is a strong fit.
What You’ll Own
Event & Logistics Coordination

- Manage the event pipeline across multiple active campaigns

- Coordinate events from planning through execution

- Source, negotiate, and confirm event logistics

- Coordinate:

- Booth requirements

- Load-in and load-out schedules

- Equipment

- Venue requirements

- On-site logistics

- Communicate event details clearly to field representatives and internal stakeholders

- Track deadlines and proactively resolve logistical issues

- Ensure teams have the information and resources needed before each event

Scheduling & Field Team Coordination

- Build and maintain representative schedules using Sling or similar scheduling tools

- Collect and track representative availability

- Publish and manage weekly schedules across campaigns

- Handle:

- Schedule changes

- Coverage needs

- Conflicts

- Last-minute adjustments

- Serve as a primary point of contact for field representatives regarding scheduling and logistics

- Coordinate closely with leadership to maintain operational coverage

Travel & Expense Management

- Coordinate travel arrangements for field representatives

- Manage:

- Flights

- Hotels

- Ground transportation

- Travel itineraries

- Track event and travel-related expenses

- Maintain organized receipts and supporting documentation

- Reconcile expenses accurately

- Monitor spending against established budgets

- Flag potential budget issues before they escalate

Reporting & Operational Support

- Prepare weekly operations and performance reports

- Maintain accurate trackers for:

- Upcoming events

- Event status

- Representative schedules

- Travel

- Expenses

- Operational deadlines

- Keep documentation organized and up to date

- Provide leadership with clear visibility into active campaigns

- Support hiring, onboarding, and operational initiatives when required

Required Experience & Skills
Must-Have

- Previous experience in:

- Event coordination

- Logistics coordination

- Operations

- Scheduling

- Administrative operations support

- Experience managing multiple events, schedules, or operational workflows simultaneously

- Excellent written and verbal English communication

- Strong organizational and time-management skills

- Proficiency with Google Workspace , including:

- Google Sheets

- Google Docs

- Google Drive

- Google Calendar

- Gmail

- Ability to work during U.S. CST business hours

- Comfortable operating under tight deadlines and changing priorities

- Strong attention to detail and follow-through

Nice to Have

- Experience with Sling , TravelPerk , or similar scheduling/travel platforms

- Experience supporting field sales representatives or event-based teams

- Experience coordinating booths, venues, or event equipment

- Experience tracking operational expenses and budgets

- Startup or high-growth company experience

What Makes You a Strong Fit

- You’re highly organized and rarely let details fall through t