Event Coordinator Operations Assistant |

Event Coordinator Operations Assistant

Employment Details
* 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

Event Logistics & Coordination
* 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

Client Outreach & Communication
* 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

Process Documentation & Operations
* 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

Hard Skills
* 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

Soft Skills
* 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

What Success Looks Like
* 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