EVENT COORDINATOR - REMOTE

Schedule: 50 hours per week (typically monday–friday, occasional weekends for event alerts) job summary you’ll manage day-to-day logistics for private events, enabling the lead planner to focus on sales, strategy, and client relationships. all work is performed remotely. key responsibilities daily tasks update event timelines (2 weeks–2 months out) based on client or vendor changes communicate with clients on details: arrival times, vendor access, music timing, dietary notes, etc. coordinate with vendors to collect cois, confirm load-in times, and answer logistical questions (entrances, points of contact, delivery receivers) track outstanding payments and deposits; ensure invoices are paid relay final details to the on-site event captain and assigned staff maintain a “day-of” communication thread (whatsapp, text, email) for each upcoming event check in daily with the lead planner to review priorities and open items update run-of-show documents; distribute the latest version to all stakeholders weekly tasks audit events 5–7 days out; confirm all planning details are finalized and send any new changes immediately create and distribute finalized run-of-show documents to clients, vendors, and internal teams attend weekly planning calls, staffing calls, and other meetings to stay aligned with maxwell’s private-event processes organize vendor documentation (cois, contracts) into shared folders for each event update pick lists in tripleseat as needed assist with staffing confirmations in ros: enter assigned times and shifts tools & platforms google drive (document storage and coll...