Event Operations Coordinator

Join GrowthAssistant as an Event Operations Coordinator! We’re looking for a detail-oriented, tech-savvy Event Operations Coordinator who can keep complex workflows running smoothly across virtual and in-person events. If you enjoy coordinating moving pieces, managing tools, and ensuring every event runs flawlessly from planning to follow-up, this role is for you! Salary Range: PHP 75,000 - 83,000 per month Note: Rate/Salary will depend on your current competencies matched to the position’s job description and requirements based on the assessment results. The Benefits Work Set-up: Permanent Work From Home Bonuses: Attendance Bonus of $ 25 for every monthly perfect attendance Performance Bonus Anniversary Bonus of PHP 5,000 for your 1st year in service and PHP 10,000 for 2 to 3 years in service Referral Bonus of $ 300 for every successful referral Holiday Paid Time Off (PTO) for 7 days in a year Paid Time Offs (PTO) for 6 days in a year Healthcare Plan Parental Leave CORE TASKS Logistics, Shipping & Fulfillment Operations (50–60%) Execute branded merchandise, print material, and event supply orders across third-party platforms such as swag vendors, FedEx, Staples, and similar fulfillment tools Manage repeatable ordering workflows based on internal team instructions, including selecting approved items, entering quantities, placing orders, and confirming details Track shipments from order placement through delivery and provide timely status updates to internal stakeholders Maintain organized logs of all event-related orders, quantities, costs, tracking numbers, and delivery status Coordinate shipping of event materials to venues, branches, or internal stakeholders and help ensure items arrive on time Support inventory tracking for branded merchandise and event materials by updating spreadsheets and flagging replenishment needs when instructed Follow established SOPs, templates, and handoff processes to ensure consistent execution and visibility Administrative & Operational Coordination (20–25%) Schedule internal meetings tied to event planning and execution cadences Support recurring coordination tasks, calendar holds, and administrative follow-up for the events team Prepare and maintain trackers for logistics, orders, shipment status, invoices, and task progress Send organized internal updates on what has been ordered, what is in transit, what has been delivered, and what still requires follow-up Help maintain process documentation, templates, and repeatable workflows as the team continues to refine operations Vendor, Venue & Event Platform Support (10–20%) Conduct initial outreach to approved vendors or venues using team-provided lists, templates, and direction Follow up with vendors and partners to gather basic information, confirm details, or help keep timelines moving Support administrative work inside Cvent or similar event platforms within approved permissions and non-PII boundaries Assist with platform setup or execution tasks where access can be appropriately scoped Research venue or vendor options when requested, based on clear criteria and team guidance Invoice & Expense Coordination (10–15%) Track invoices and event-related expenses associated with shipping, print materials, branded merchandise, and fulfillment Partner with internal stakeholders to ensure invoices are submitted, logged, and followed through for payment Maintain accurate cost tracking in spreadsheets or other designated tracking tools Help ensure order and expense documentation is complete, organized, and easy to reconcile Collaborate w/ AP (finance) to ensure vendor and venue payment MUST-HAVE Experience in logistics coordination, fulfillment support, administrative operations, executive support, event operations, or another execution-heavy support role Comfort with Excel (navigating spreadsheets, updating data, following existing formulas - no programming required) Excellent organizational skills and close attention to detail across repetitive, multi-step workflows Ability to proactively problem-solve Experience working across multiple tools or platforms while maintaining accuracy and follow-through Ability to follow defined processes, SOPs, and templates consistently Strong written English for internal communication, status updates, and basic vendor outreach Comfortable supporting U.S. business hours, with overlap for Mountain Time Ability to manage high-volume, repeatable operational tasks with reliability Comfort working in a supportive, execution-focused role rather than a strategic or highly client-facing one Experience handling order tracking, shipping coordination, deadline-sensitive administrative work, or similar operational tasks NICE-TO-HAVE Experience with Cvent Experience with related event technology platforms such as Bizzabo, Swoogo, Lanyon, or StarCite Prior experience supporting event operations, hospitality operations, or administrative coordination in a fast-paced environment Experience with branded merchandise ordering, print coordination, or marketing fulfillment workflows Familiarity with FedEx, Staples, swag vendors, or similar third-party fulfillment platforms Experience maintaining inventory records, shipment logs, or order trackers If you’re ready to jump in, support great events, and grow with a dynamic team—apply now!