Event Planning & Operations Coordinator

Event Planning & Operations Coordinator

Job Type: Freelance / Part-Time
Location: Remote
Hours: 20 hours per month
Schedule: Flexible hours, with occasional meetings during Eastern Time business hours

About the Role

We are looking for a proactive and highly organized Event Planning & Operations Coordinator to support an upcoming multi-day, in-person conference for a women-centered travel community.

This is a flexible, project-based freelance role with a 20-hour monthly service plan. You’ll help manage the event’s highest-priority needs across planning, vendor coordination, speaker management, attendee experience, sponsorships, and event production.

The goal is to help deliver an organized, memorable, and on-budget event while creating systems and documentation that can be reused for future events.

Key Responsibilities

• Maintain the master event timeline, budget tracker, task list, and shared files
• Coordinate vendors for venue, AV/production, catering, activities, and event materials
• Track quotes, contracts, invoices, deposits, insurance documents, and payment deadlines
• Coordinate logistics for approximately 10–16 speakers, including agreements, schedules, travel, bios, headshots, and payments
• Support sponsor and exhibitor outreach, commitments, assets, and deliverables
• Prepare the run of show, production schedule, and load-in/load-out plans
• Coordinate ticketing, attendee communications, seating assignments, check-in, and volunteer schedules
• Source and organize VIP gifts, badges, signage, tote bags, keepsakes, and printed materials
• Provide regular progress updates and proactively flag risks, missing information, and upcoming deadlines
• Document vendors, workflows, checklists, and templates for future events

Qualifications

• Experience coordinating conferences, corporate events, retreats, festivals, or similar live events
• Strong organizational and project management skills
• Experience managing vendors, budgets, contracts, invoices, and deadlines
• Comfortable coordinating speakers, sponsors, exhibitors, volunteers, and attendees
• Familiarity with Eventbrite or similar ticketing and registration platforms
• Excellent written communication and professional follow-up skills
• Experience using tools such as WhatsApp, Slack, Google Docs/Drive, and Canva
• Ability to work independently and manage changing priorities
• Strong attention to detail and ability to handle confidential information professionally
• Availability for occasional meetings during Eastern Time business hours
• Willingness to sign a Non-Disclosure Agreement (NDA)

Initial Assignment

The selected candidate will begin by reviewing the existing event files and bringing the planning system into order.

Initial priorities will include organizing:

• Master event timeline
• Budget tracker
• Vendor tracker
• Contract and payment calendar
• Speaker tracker
• Sponsor/exhibitor tracker
• Compliance checklist
• Preliminary run of show

You will then identify urgent deadlines, missing information, outstanding decisions, and potential risks, and help prioritize the work based on event impact and the available monthly hours.

Ideal Candidate

The ideal candidate is a calm, resourceful, and detail-oriented event professional who enjoys bringing structure to complex projects.

You should be comfortable keeping people, deadlines, vendors, and event details moving in the same direction. You communicate clearly, follow through consistently, take initiative when appropriate, and know when to ask for approval.

You should also be comfortable working independently in a flexible freelance environment and making meaningful progress within a focused monthly time allocation.

How to Apply

If you meet the qualifications and are interested in this opportunity, please complete the application form below:

Application Form:
https://forms.gle/2127zuPvNjii29Rx8

Referral:
When filling out the application form, please enter Edlyn Orcuse as your referral name.

Expected hours: 5.0 per week

Work Location: Remote