Events Coordinator

Role Overview:
- You will be the planning engine behind the company’s events including conferences, trainings, retreats, and webinars, both in person and virtual.
- Working remotely with the team, you will coordinate vendors, manage timelines and budgets, and organize every detail.
- You will ensure the onsite team arrives with everything they need so that event day runs smoothly.
- You will own events from the first planning call to post-event wrap-up.
- You will build lasting relationships with vendors and internal stakeholders.

Event Planning and Tracking:
- Maintain timelines, checklists, task owners, and status updates across several events at once.
- Track room blocks, catering, AV needs, speaker logistics, registration details, and sponsor deliverables.

Vendor and Stakeholder Coordination:
- Work with venues, hotels, vendors, speakers, sponsors, and internal teams.
- Provide clear instructions and firm deadlines to all parties.
- Follow up until every detail is confirmed.

Communication and Handoffs:
- Draft attendee and speaker communications, schedules, and logistics sheets.
- Deliver a complete logistics package to the onsite team before each event.

Budget and Deadline Management:
- Keep budget and invoice trackers current.
- Flag discrepancies, needed approvals, payment deadlines, and cancellation dates.

Event Closeout:
- Handle registration questions and post-event follow-up including surveys, outstanding invoices, and a lessons-learned review.

AI Tools Usage:
- Use AI tools to draft communications, summarize vendor threads, and keep trackers up to date.

Required Qualifications:
- Hands-on coordination experience with conferences, trainings, retreats, webinars, or similar events.
- Professional English at C1 level or higher, written and spoken, with confident vendor communication skills.
- Strong project management and spreadsheet skills.
- Exceptional accuracy with dates, quantities, costs, and dependencies.
- Ability to juggle several events in parallel, flag risks early, and stay within agreed approval limits.
- Availability for planning calls and agreed event-support windows during Eastern Time business hours.

Preferred Qualifications:
- Experience using AI tools to speed up everyday coordination work.

Location: Remote - Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, Cuba, Dominican Republic, Ecuador, El Salvador, Guatemala, Haiti, Honduras, Mexico, Nicaragua, Panama, Paraguay, Peru, Philippines, Uruguay, Venezuela

Skills required for this job:

• Artificial intelligence tools
• Event coordination
• Project management
• Spreadsheet management