Role Requirements:
- Minimum of 1 year of 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 with 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 is 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 is 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 Qualifications:
- 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.
