Event Operations Coordinator – Events, Logistics & Scheduling | Remote
Position Type: Full-Time, Remote
Working Hours: U.S. Central Standard Time (CST)
About the Role
At Pavago, one of our clients is hiring a highly organized and proactive Event Operations Coordinator to manage event logistics, field team scheduling, travel coordination, expenses, and day-to-day operations across multiple active event campaigns.
This is not a basic administrative or assistant role. You’ll take ownership of the operational details required to move events from planning through execution , ensuring representatives, venues, schedules, travel, equipment, expenses, and deadlines remain coordinated.
You’ll serve as a central point of operational coordination, making sure teams have the right information, resources, and coverage before each event.
If you thrive in fast-moving environments, can manage multiple events simultaneously, and stay organized when plans change, this role is a strong fit.
What You’ll Own
Event & Logistics Coordination
Manage the event pipeline across multiple active campaigns
Coordinate events from initial 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 event deadlines, requirements, and dependencies
Proactively identify and resolve logistical issues
Ensure teams have the information and resources needed before each event
Maintain clear visibility into the status of upcoming and active events
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 appropriate operational coverage
Ensure representatives receive accurate event details and schedule updates on time
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
Ensure travel information is clearly communicated to representatives
Reporting & Operational Support
Prepare weekly operations and performance reports
Maintain accurate trackers for:
Upcoming events
Event status
Representative schedules
Travel
Expenses
Operational deadlines
Keep event documentation organized and current
Provide leadership with clear visibility into active campaigns
Track outstanding action items through completion
Support hiring, onboarding, and other operational initiatives when required
Requirements
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 skills
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
Ability to independently coordinate multiple stakeholders and operational priorities
Comfortable working in a fully remote environment
Nice to Have
Experience with Sling, TravelPerk, or similar scheduling and travel platforms
Experience supporting field sales representatives or event-based teams
Experience coordinating…