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Job Description
Events Management Coordinator - Freelance, Remote
Department: Specialized Roles
Employment Type: Full Time
Location: Philippines
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