[Hiring] Event Operations Coordinator @Pavago

Role Description

We’re hiring an Event Operations Coordinator to manage logistics, scheduling, and operational coordination across multiple active event campaigns. This is a fast-paced, high-responsibility operations role — not a simple admin or assistant position. You will be responsible for coordinating events end-to-end, managing schedules, handling travel and logistics, communicating with field representatives, and ensuring every moving piece stays organized and executed on time.

Responsibilities

• Event & Logistics Coordination
  • Manage the full event pipeline across multiple active campaigns
  • Source, negotiate, confirm, and coordinate event logistics
  • Handle booth setup requirements, load-in/load-out schedules, equipment coordination, venue communication, and on-site logistics support
  • Ensure all event details are properly communicated to field representatives and internal stakeholders
• Scheduling & Team Coordination
  • Build and maintain representative schedules using Sling or similar scheduling tools
  • Ensure availability submissions are completed on time
  • Publish and manage weekly schedules across campaigns
  • Act as the primary point of contact for field representative logistics and scheduling questions
  • Coordinate closely with leadership to maintain operational alignment
• Travel & Expense Management
  • Coordinate travel bookings and logistics for field representatives
  • Track and reconcile travel and event-related expenses
  • Maintain organized records and receipts
  • Monitor spend against budget thresholds and proactively flag issues
• Reporting & Operations Support
  • Prepare weekly operations and performance reports
  • Maintain clean operational trackers and documentation
  • Ensure visibility across event status, scheduling, logistics, and expenses
  • Support hiring, onboarding, and operational coordination initiatives when needed

Qualifications

• You are highly organized and detail-oriented
• You thrive in fast-moving operational environments
• You proactively solve problems before they escalate
• You can manage multiple priorities simultaneously without losing accuracy
• You communicate clearly and professionally with both internal teams and external partners
• You take ownership and follow through consistently

Requirements

• Must-Have Requirements (Non-Negotiable)
  • Previous experience in event coordination, logistics coordination, operations, scheduling, or administrative operations support
  • Strong experience managing multiple moving pieces simultaneously
  • Excellent written and verbal English communication skills
  • Strong organizational and time management abilities
  • Proficiency with Google Workspace (Google Sheets, Docs, Drive, Calendar, Gmail)
  • Ability to work during U.S. Central Standard Time (CST) business hours
  • Comfortable working in fast-paced environments with tight deadlines
• Nice-to-Have Experience
  • Experience using Sling, TravelPerk, or similar scheduling/travel tools
  • Experience supporting field sales teams or event-based operations
  • Experience tracking operational expenses and budgets
  • Startup or high-growth company experience

What Does a Typical Day Look Like?

Your day will revolve around keeping operations organized and ensuring events run smoothly from planning to execution. You will:

• Review upcoming events and confirm logistics
• Coordinate with venues, representatives, and internal teams
• Update schedules and manage travel coordination
• Handle operational questions from the field team
• Track expenses and maintain operational documentation
• Monitor deadlines, scheduling updates, and event changes
• Prepare reports and ensure leadership has clear operational visibility

Key Metrics for Success (KPIs)

• Accuracy and timeliness of event coordination
• Schedule completion and operational consistency
• On-time communication with reps and stakeholders
• Accuracy of expense tracking and reporting
• Reduction in operational issues and scheduling conflicts
• Responsiveness and execution reliability

Interview Process

• Initial Screening Call
• Recruiter Interview
• Final Interview with Client
• Offer & Onboarding