Remote Event Coordinator
About the Role
We are seeking a master tactician of hospitality and logistics to join our team as a Remote Event Coordinator. In this role, you will curate bespoke, high-impact environments and exclusive dinner experiences for founders, investors, and industry leaders across the globe.
This is a fast-paced role managing a high volume of events (4–8 dinners/meetings per month globally). You will shift seamlessly between planning high-end luxury experiences and maximizing impact for value-based gatherings. While this position is primarily remote, you will selectively travel to flagship, high-stakes events to oversee execution on the ground, while flawlessly orchestrating smaller events from afar.
Responsibilities
- End-to-End Logistics: Research, book, and manage high-end lodging, private dining spaces, transport, and meeting venues across various international time zones.
- Strict Budget Adherence: Execute events within pre-set budgets provided by leadership. Maximize value through aggressive vendor negotiation, ensuring a premium experience whether the event is luxury or value-driven.
- Guest & RSVP Management: Own the attendee logistical pipeline. Send invitations, track RSVPs, manage complex dietary restrictions, and serve as the main point of contact for guest inquiries and itineraries.
- Experience Curation: Oversee all aesthetic and sensory details of our events, including catering menus, floral design, lighting, and ambient environments to match the specific goal of each gathering.
- Selective Travel & Remote Coordination: Travel internationally to personally manage setup and execution for flagship events (approx. 15–25% travel). For remote events, source and coordinate with trusted local on-site managers to ensure seamless execution.
Requirements
- Experience: 3+ years in high-end event planning, executive hospitality, or corporate travel management. Experience with founder, executive, or VIP demographics is highly preferred.
- Negotiation Savvy: Proven track record of negotiating contracts and pricing with lodging, venues, and luxury vendors to maximize a fixed budget.
- Extreme Organization: A borderline-obsessive attention to detail. You easily manage multiple event timelines simultaneously without letting details slip.
- Self-Motivated & Autonomous: Thrives in an independent, remote work environment. You anticipate logistical bottlenecks and solve problems before they arise.
- Global Mindset: Culturally aware and comfortable navigating international currencies, time zones, and vendors.