Event Operations Coordinator

Event Operations Coordinator (Events, Logistics & Scheduling) – Remote | CST Hours

Position Type: Full-Time, Remote Working Hours: U.S. Central Standard Time (CST)

About the Role

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.

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.

What You'll Own

Event & Logistics Coordination

• Manage the event pipeline across multiple active campaigns
• Coordinate events from 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 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
• Travel
• 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

Must-Have

• 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

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
• Opportunity to grow into:
• Event Operations Management
• Operations Management
• Field Operations
• Project Coordination

Interview Process

1. Initial Screening Call
2. Recruiter Interview
3. Final Interview with Client
4. Offer & Onboarding