Operations Coordinator

About the Business

We are an events business in a fast paced city, coordinating many vendors and elements into one seamless experience for our clients.

The Role

This is the operational hub of the business. Client communication, booking vendors, calendar management, and day-to-day logistics all run through this role, freeing the Founder to focus on marketing, creative work, and client relationships at the highest level.

What You'll Do

Client Communication & Booking

• Own the client inbox: respond to inquiries, send agreements, answer FAQs, and manage the client relationship start to finish
• Handle client correspondence, check-ins, and follow-ups
• Handle team correspondence, making sure all vendors are properly booked for the event
• Monitor the day of the event, making sure everything is running smoothly
• Book the team for each job: confirm vendor availability, send details, add them to the calendar, and confirm arrival the week before, the day before, and day of

Calendar, Payments & Vendor Management

• Manage the Founder's calendar, in addition to the team calendar
• Handle venue payments directly
• Alert the bookkeeper whenever a vendor needs to be paid
• Submit new vendors to the bookkeepers for setup, and double-check existing vendors are still in the system

Day-Of Logistics

• Be the day-of point of contact for all team members and clients on logistical questions, including location, timing, and client details
• Check in with the team whenever an event is underway to make sure things are running smoothly
• Handle on-site problems as they're escalated, for example a team member needing to shift locations for weather or construction
• Route creative questions to the Founder; handle everything else

Escalate to the Founder: Creative questions, and emergencies only when there's no solution in hand (try to solve it first). Everything else is this role's call to handle directly.

Who You Are

• Highly organized, comfortable juggling client communication, team bookings, and calendar management at the same time without anything slipping
• A clear, warm communicator, since you're often the client's main point of contact and represent the brand in every message
• Calm under pressure and a sharp problem-solver, since day-of issues get routed to you
• Trustworthy with confidential information, since client details, vendor contacts, and business logistics all run through this role
• Takes initiative and looks for solutions before being asked, rather than needing constant direction
• Has good judgment about when to make the call independently versus when to loop in the Founder

Great Fit For Someone Who

• Loves being the person who keeps everything running smoothly behind the scenes
• Enjoys a mix of client communication, organization, and problem-solving
• Finds satisfaction in anticipating needs and catching issues before they become problems
• Wants to be a key part of a small, growing team
• Works quickly and can juggle multiple events happening at the same time
• Is a natural problem solver
• Highly detail-oriented and organized
• Is available seven days a week, with the flexibility to be on call while events are happening

This Role May Not Be a Fit If You

• Need constant direction for every task
• Struggle with organization
• Get overwhelmed when priorities shift quickly, since event logistics can change day of
• Don't enjoy juggling communication across clients, vendors, and the team at once
• Aren't available for check-ins on nights and weekends

Qualifications

• Three to five years of experience as an Executive Assistant, Virtual Assistant, Project Manager, or in an Operations/Admin role, ideally in live events, production, or a related industry
• Experience working remotely with a distributed team
• Strong written and verbal communication skills
• Excellent organizational and time-management ability
• Comfortable working in a fast-paced, deadline-driven environment
• Proficient in CRMs
• AI-forward: comfortable using an AI assistant (e.g. Claude, ChatGPT) as part of your day-to-day workflow, and eager to keep learning new tools
• Comfortable with email, calendar tools, and learning new systems quickly
• Experience in operations, event planning, client services, or a related field is a plus
• Available to check in and oversee events virtually during evenings and weekends when they're scheduled, since most of our work runs on East Coast hours

Position Details

• Contractor fole
• Fully remote
• Reports directly to the Founder
• Monthly retainer determined based on experience

How to Apply

Please include:

• A cover letter sharing why you're interested, why you're the right fit, a brief overview of your experience, your resume, and your available start date
• Submit your application to View email address on click.appcast.io with the subject line: Your Name, Operations Coordinator Application.
• Please include your Enneagram number
• A two to five minute video introducing yourself: who you are, why you're inspired to apply, what you'd bring to the team, and why you should join us
• We'll only respond to submissions we believe are a potential fit. Questions about the details of the role and compensation will be answered after we reach out to discuss your submission

• • If your submission is a strong fit, expect to hear back soon with next steps for our interview process