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

Comfortable working in a fully remote environment

Nice to Have

Experience with Sling, TravelPerk, or similar scheduling and 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

Experience supporting multiple simultaneous event campaigns

Tools & Technology

Google Workspace | Google Sheets | Google Docs | Google Drive | Google Calendar | Gmail | Sling | TravelPerk | Scheduling Tools | Travel Management Platforms

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

Are highly organized and rarely let details fall through the cracks

Can manage multiple events and priorities simultaneously

Proactively identify problems before they disrupt operations

Communicate clearly with internal teams and external partners

Remain organized when schedules or event details change unexpectedly

Take ownership from initial planning through final execution

Are comfortable being the person others rely on for accurate operational information

Follow up consistently without needing repeated reminders

Stay calm and execution-focused when last-minute changes occur

What a Typical Day Looks Like

You might start your day by reviewing upcoming events, checking representative coverage, and confirming venue, booth, and travel logistics.

Throughout the day, you’ll coordinate with field representatives, venues, and internal teams; make travel arrangements; update schedules; respond to operational questions; and manage last-minute changes.

You’ll also track expenses, maintain event documentation, monitor deadlines, and prepare updates so leadership has clear visibility into every active campaign.

In short: you keep events, people, schedules, travel, and logistics organized so campaigns execute smoothly and on time.

Key Metrics for Success

Accurate and timely event coordination

Consistent schedule coverage across campaigns

On-time communication with representatives and stakeholders

Minimal scheduling conflicts and operational disruptions

Accurate travel and expense tracking

Events executed according to timelines and requirements

Clean and up-to-date operational documentation

Fast and reliable response to operational changes

Leadership visibility into event and campaign status

Why This Role Stands Out

High ownership across event operations and logistics

Direct responsibility for multiple active campaigns

Exposure to scheduling, travel, budgeting, and field operations

Fast-paced environment with measurable operational impact

Fully remote working environment

Career growth opportunities into:

Event Operations Management

Operations Management

Field Operations

Project Coordination

Interview Process

Initial Application

Spark Hire One-Way Video Interview

Recruiter Interview

Final Interview with Client

Offer & Onboarding

Spark Hire Video Interview – Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you’re highly organized, thrive in fast-moving environments, and know how to keep events, schedules, travel, logistics, and people coordinated without missing critical details, we’d love to hear from you.

Apply today and take ownership of the operational details that help ensure every event campaign runs smoothly from planning through execution.

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Originally posted on Himalayas