[Hiring] Events Admin Coordinator @Your Startup Operations

Role Description

We are looking for a proactive and detail-oriented Event Logistics Coordinator to help bring events to life from planning through execution. You will coordinate vendors, timelines, attendees, materials, and other moving pieces while making sure nothing falls through the cracks.

This role is ideal for someone who enjoys fast-paced environments, communicates confidently with different stakeholders, and takes ownership of making sure events run smoothly.

Qualifications

• You are an organized, proactive problem-solver who enjoys making events run smoothly behind the scenes.
• You are comfortable juggling vendors, timelines, clients, and changing priorities while keeping track of the details.
• You do not wait for problems to happen. You follow up, anticipate what is needed, communicate clearly, and take ownership of getting things done.
• You are highly organized and detail-oriented.
• You communicate confidently with clients, vendors, venues, and partners.
• You enjoy creating structure through timelines, checklists, and trackers.
• You stay calm and resourceful when plans change.
• You are comfortable working independently and managing multiple priorities.
• You take ownership and consistently follow through.

Responsibilities

• Coordinate event logistics from planning through execution and post-event follow-up.
• Research and coordinate venues, vendors, catering, transportation, accommodations, and other event needs.
• Build and maintain event timelines, checklists, run-of-show documents, and logistics trackers.
• Communicate with clients, vendors, venues, partners, and other stakeholders to keep everyone aligned.
• Track quotes, contracts, invoices, deadlines, deliverables, and event expenses.
• Coordinate attendee lists, registrations, schedules, event materials, and other operational details.
• Proactively follow up on outstanding items and flag potential issues before they impact an event.
• Troubleshoot last-minute logistical challenges calmly and efficiently.
• Support sponsorship and partnership coordination when needed.
• Assist with post-event follow-up, reporting, documentation, and process improvements.

Requirements

• 2+ years of experience in event coordination, logistics, operations, hospitality, project coordination, or a similar role.
• Experience coordinating vendors, venues, clients, partners, or other external stakeholders.
• Experience working with clients or organizations from the United States, UK, Canada, Australia, or other international markets is preferred.
• Fluent spoken and written English.
• Excellent organization, communication, and follow-up skills.
• Strong attention to detail and ability to manage multiple deadlines.
• Comfortable working independently in a fast-paced remote environment.
• Proficiency with Google Workspace and confidence learning new technology and event management tools.
• Experience with trackers, timelines, budgets, reporting, or operational documentation.
• Reliable primary and backup internet connections.

Nice to have

• Experience with live events, conferences, entertainment, hospitality, sponsorships, partnerships, or events with 100+ attendees.