About

This role exists for an Events Coordinator to manage the remote planning, coordination, and logistics of in-person and virtual events, including conferences, trainings, retreats, and webinars. Working closely with the team, you'll coordinate vendors, manage schedules and deadlines, organize event details, and ensure smooth execution through proactive communication and thorough logistical preparation.

This is dedicated, full-time work designed for meaningful impact, stability, and professional growth. You will own events end to end, build long-term relationships with vendors and internal stakeholders, and grow your craft as an events operator over time.

Responsibilities

• Maintain event timelines, checklists, task owners, and status updates across multiple concurrent events.

• Coordinate with venues, hotels, vendors, speakers, sponsors, and internal team members through clear, timely communication.

• Track room blocks, catering details, audiovisual needs, speaker logistics, registration information, and sponsor deliverables so nothing slips.

• Prepare attendee and speaker communications, schedules, logistics sheets, and materials for the onsite team.

• Maintain budget and invoice trackers; flag discrepancies, approval needs, deadlines, and cancellation dates before they become problems.

• Support registration questions and post-event follow-up, including surveys, outstanding invoices, and lessons learned.

• Use AI tools to speed up drafting communications, summarizing vendor threads, and keeping trackers current.

• Keep event information accurate and current, ensure vendors and stakeholders receive clear instructions and deadlines, and deliver a complete logistics handoff to the onsite team.

Qualifications

• Hands-on event coordination experience with conferences, trainings, retreats, webinars, or comparable events (must-have).

• Excellent written English and professional vendor communication, with the confidence to follow up and resolve missing details (must-have).

• Strong project-management and spreadsheet skills, with exceptional attention to dates, quantities, costs, and dependencies (must-have).

• Ability to manage several moving parts in parallel, flag risks early, and work within agreed approval limits (must-have).

• Availability for planning calls and agreed event support windows during Eastern Time business hours (must-have).

• Comfort using AI tools to accelerate everyday coordination work preferred.

Benefits

• Competitive salary

• Paid US holidays

• Paid wellness days

• Health and wellness allowance

• Monthly profit sharing

• Long-term placement with real growth

• Continuous upskilling in AI and the craft of events coordination

• Dedicated success coaching and support