Who You Are
• You have a strong administrative foundation: calendar and inbox management, document organization, contracts, proposals, quotes, and invoices — and you follow through without being chased.
• You've coordinated logistics with vendors, venues, contractors, or third-party partners and can manage moving pieces across multiple stakeholders.
• You walk into ambiguous situations and create structure. You are proactive and detail-obsessed — you see what needs to happen and move on it before you're asked.
• You are warm, professional, and client-ready. You own your mistakes, fix them fast, and think in solutions rather than problems.
Role Requirements
• Minimum of 1 year experience in event coordination, event administration, or event operations, end-to-end, not just day-of execution.
• 2+ years working with clients based in the US, UK, Canada, or Australia.
• Must speak and write fluent English
• Proficiency with CRM platforms and event management tools; ability to learn new systems quickly.
• Bonus points if you have experience in catering, desserts, alcohol, or food service events.
• Reliable internet connection with a backup; ability to work scheduled remote hours consistently. (Minimum: Download Speed +20 MB / Upload Speed 5 MB)
• A Computer:
• At least 8GB of RAM and an Intel Core 8th generation processor or higher, or AMD Ryzen 2000 series or higher.
• Operating system: Windows 11 or higher / macOS 13 or higher
• Working camera and microphone
Responsibilities
• Drive the full event pipeline: handle incoming inquiries, prepare quotes and proposals, send contracts, issue invoices, and manage follow-ups.
• Be the primary point of contact for clients throughout the event cycle
• Coordinate with vendors, venues, contractors, and internal teams to confirm logistics, timelines, and deliverables.
• Build and maintain detailed event timelines and run-of-show documents so every stakeholder knows exactly what's happening and when.
• Manage and keep the CRM up-to-date: leads, pipelines, client records, follow-up reminders, and event status.
• Track inventory, supplies, and equipment needed per event. Stay ahead of what's required so nothing is missing day-of.
• Manage inbox, scheduling, meeting notes, and day-to-day administrative tasks that keep the operation running smoothly.
• Support business development during slower seasons: lead sourcing, outreach, and light marketing coordination as needed.
Desired but not required:
• Background in a specific event vertical: weddings, corporate, AV/production, food & beverage, or similar.
• Experience building internal systems and SOPs from scratch in a growing business.