Events Management Coordinator - Freelance, Remote

Department

Specialized Roles

Employment Type

Full Time

Location

Global

Reporting To

Client via Magic

Compensation

$7.00 / hour

Description

About the Client

A fast-growing, founder-led events company produces an annual, traveling, fan-driven festival and expo experience. The first large-scale event is planned in Dallas, with expansion to additional U.S. cities. They are building their first dedicated operations support function to scale sponsor, vendor, and on-the-ground event logistics.

Why does this role exist?

The founder is managing all operations solo and needs a reliable coordinator to own day-to-day execution across sponsorship, vendor management, logistics, and marketing operations. This role exists to organize timelines, streamline communication with multiple stakeholders, and drive consistent follow-through on critical tasks and deadlines. By taking over the operational workload, the coordinator enables the founder to focus on strategy, partnerships, and growth.

The Impact you'll make

Event Operations & Logistics

• Build and maintain event timelines, checklists, and task trackers; ensure all milestones and permit deadlines are met
• Coordinate vendor onboarding, approvals, communications, and deliverables
• Track venue requirements, site maps, permits, insurance needs, and operational run-of-show documents
• Support staffing coordination, call sheets, confirmations, and day-of operations prep
• Follow up with venues and vendors to close loops and confirm next steps

Sponsorship Management

• Research and build qualified sponsor lead databases segmented by category
• Conduct outreach via email/DM/calls; schedule sponsor meetings and maintain follow-up cadences
• Track agreements, invoices, and payment status; ensure sponsor deliverables are captured and executed on time
• Maintain CRM/trackers to report pipeline health and conversion metrics

Marketing & Audience Growth

• Manage content calendars and schedule social posts across key channels
• Coordinate basic asset needs and partner/sponsor amplification timelines
• Engage with community comments/DMs and escalate inquiries appropriately

Administrative Support

• Own inbox triage, email drafting, and calendar management for the founder
• Prepare contracts, invoices, and simple templates; maintain organized filing systems
• Schedule internal and external meetings; capture notes and action items

Skills, Knowledge and Expertise

Required

• Proven experience in event management coordinating large events (100+ attendees), ideally multi-vendor festivals/expos
• Demonstrated experience with sponsorship support (prospecting, outreach, follow-ups, tracking deliverables/payments)
• Strong vendor management and logistics coordination across multiple stakeholders
• Excellent written and verbal English; confident communicating with sponsors, vendors, and venues

Your superpowers are...

• Hard skills: project and timeline management, database/CRM tracking, research and lead generation, email and calendar management, social media scheduling, basic contract/invoice handling, proficiency with Google Workspace/Excel or Sheets, and comfort adopting new PM/CRM tools
• Soft skills: proactive ownership, meticulous organization, relentless follow-up, stakeholder management, clear communication, resourcefulness, and calm under pressure

WFH Set-Up

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You thrive in founder-led, fast-moving environments and enjoy building systems from scratch
• You love coordinating across sponsors, vendors, and venues and are energized by keeping many moving parts on track
• You're motivated by accountability, follow-through, and measurable outcomes
• Weekend availability is fine with you, and you're comfortable working U.S. Central hours
• You're excited to grow with a company that's expanding into new markets

What to expect

Work Setup

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours

• 40 hours per week
• Tuesday to Saturday, 9:00am to 5:00pm Central Standard Time

Compensation

• $7 per hour
• No benefits package included