Event Operations Coordinator

Event Operations Coordinator – Events, Logistics & Scheduling | Remote

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

At Pavago , one of our clients is hiring a highly organized and proactive Event Operations Coordinator to manage event logistics, field team scheduling, travel coordination, expenses, and day-to-day operations across multiple active event campaigns.

This is not a basic administrative or assistant role. You’ll take ownership of the operational details required to move events from planning through execution , ensuring representatives, venues, schedules, travel, equipment, expenses, and deadlines remain coordinated.

You’ll serve as a central point of operational coordination, making sure teams have the right information, resources, and coverage before each event.

If you thrive in fast-moving environments, can manage multiple events simultaneously, and stay organized when plans change, this role is a strong fit.
What You’ll Own
Event & Logistics Coordination

- Manage the event pipeline across multiple active campaigns

- Coordinate events from initial 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 event deadlines, requirements, and dependencies

- Proactively identify and resolve logistical issues

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

- Maintain clear visibility into the status of upcoming and active events

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 appropriate operational coverage

- Ensure representatives receive accurate event details and schedule updates on time

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

- Ensure travel information is clearly communicated to representatives

Reporting & Operational Support

- Prepare weekly operations and performance reports

- Maintain accurate trackers for:

- Upcoming events

- Event status

- Representative schedules

- Travel

- Expenses

- Operational deadlines

- Keep event documentation organized and current

- Provide leadership with clear visibility into active campaigns

- Track outstanding action items through completion

- Support hiring, onboarding, and other operational initiatives when required

Requirements

- 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 skills

- 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

- Ability to independently coordinate multiple stakeholders and operational priorities

- Comfor