Event Operations Coordinator

Role Summary

• Event Operations Coordinator (Events, Logistics & Scheduling) – Remote | CST Hours
• Position Type: Full-Time, Remote
• Working Hours: U.S. Central Standard Time (CST)

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.

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

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

Opportunity to grow into

• Event Operations Management
• Operations Management
• Field Operations
• Project Coordination

Responsibilities

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.

• Event & Logistics Coordination
• Manage the event pipeline across multiple active campaigns
• Coordinate events from planning through execution
• Source, negotiate, and confirm event logistics

Requirements

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 the cracks
• You can manage multiple events and priorities simultaneously
• You proactively identify problems before they disrupt operations
• You communicate clearly with internal teams and external partners
• You remain organized when schedules or event details change unexpectedly
• You take ownership from initial planning through final execution
• You’re comfortable being the person others rely on for accurate operational information
• What a Typical Day Looks Like
• You might start by reviewing upcoming events, checking representative coverage, and confirming venue and booth logistics.
• Throughout the day, you’ll coordinate with field representatives, venues, and internal teams; make travel arrangements; update schedules; respond to operational questions; and handle 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, up-to-date operational documentation
• Fast and reliable response to operational changes
• 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 impact
• Fully remote position
• 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

About the Company

Work directly with leadership in a highly visible role.

Operate at the forefront of AI, marketing, and automation.

Gain exposure across content, growth, outreach, events, and operations.

Significant ownership and creative freedom.

Opportunity to build systems that directly impact business growth.

Fully remote work environment.

Additional Information

• Initial Screening Call
• Recruiter Interview
• Final Interview with Client
• Offer & Onboarding
• 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 details , we’d love to hear from you.

Apply today and help ensure every event campaign runs smoothly from planning through execution.

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