Job description
JOB DETAILS
Job Title: Operations Coordinator Assistant
Location: Remote
Reports To: TBD
Work Shift: PST Timezone
Working Hours: Initially 20-30 hours and may transition to 40 hours per week
Job Overview:
We are seeking a highly organized, client-focused Operations Coordinator Assistant to support our event planning and execution processes. This role is ideal for a self-starter with a background in hospitality, customer service, or events, and who excels in written communication, project management, and multitasking. You’ll be responsible for managing communications, coordinating logistics, and ensuring seamless event preparation.
Key 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.
Qualifications:
- 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.
Preferred Background:
- Experience in a client-facing role.
- Previous work in hospitality or live event production.
- Familiarity with contract creation and event documentation.
