Operations Coordinator Assistant

Summary

Join our team as an Operations Coordinator Assistant and support our event planning and execution processes. This remote role, initially part-time (20-30 hours) with potential for full-time transition, requires strong organizational skills, client focus, and excellent written communication. You will manage communications, coordinate logistics, and ensure seamless event preparation. The ideal candidate has experience in hospitality, customer service, or events and excels in project management and multitasking. Responsibilities include managing client communications, creating contracts, finalizing event timelines, and collaborating with event leads. This position requires strong communication, organizational, and project management skills.

Requirements

• 2+ years of experience in event coordination, hospitality, or a customer service role
• Exceptional written communication skills
• Highly organized with a project management mindset
• Comfortable working independently and managing multiple tasks simultaneously
• Strong attention to detail and deadline-oriented
• Proficient in email, Google Suite or Microsoft Office; familiarity with CRM or event planning tools is a plus
• Positive attitude and client-first approach

Responsibilities

• Respond to client proposals, create and manage contracts, and prepare engagement letters
• Email event timelines, terms, and logistical information to clients and performers
• Finalize and distribute event timelines one week prior to each event
• Manage day-to-day communication with vendors and clients via email and text. Escalate calls or Zoom meetings to senior staff when necessary
• Maintain detailed and accurate records of all event logistics and communications
• Collaborate closely with event leads to ensure alignment and readiness across all event deliverables

Preferred Qualifications

• Experience in a client-facing role
• Previous work in hospitality or live event production
• Familiarity with contract creation and event documentation