Operations Coordinator

The Role: This is the operational hub of the business. Client communication, booking vendors, calendar management, and day-to-day logistics all run through this role, freeing the Founder to focus on marketing, creative work, and client relationships at the highest level.

What You'll Do: Client Communication & Booking Own the client inbox: respond to inquiries, send agreements, answer FAQs, and manage the client relationship start to finish Handle client correspondence, check-ins, and follow-ups Handle team correspondence, making sure all vendors are properly booked for the event Monitor the day of the event, making sure everything is running smoothly Book the team for each job: confirm vendor availability, send details, add them to the calendar, and confirm arrival the week before, the day before, and day of Calendar, Payments & Vendor Management Manage the Founder's calendar, in addition to the team calendar Handle venue payments directly Alert the bookkeeper whenever a vendor needs to be paid Submit new vendors to the bookkeepers for setup, and double-check existing vendors are still in the system Day-Of Logistics Be the day-of point of contact for all team members and clients on logistical questions, including location, timing, and client details Check in with the team whenever an event is underway to make sure things are running smoothly Handle on-site problems as they're escalated, for example a team member needing to shift locations for weather or construction Route creative questions to the Founder; handle everything else Escalate to the Founder: Creative questions, and emergencies only when there's no solution in hand (try to solve it first). Everything else is this role's call to handle directly.

Who You Are: Highly organized, comfortable juggling client communication, team bookings, and calendar management at the same time without anything slippingA clear, warm communicator, since you're often the client's main point of contact and represent the brand in every message Calm under pressure and a sharp problem-solver, since day-of issues get routed to you Trustworthy with confidential information, since client details, vendor contacts, and business logistics all run through this role Takes initiative and looks for solutions before being asked, rather than needing constant direction Has good judgment about when to make the call independently versus when to loop in the Founder Great Fit For Someone Who Loves being the person who keeps everything running smoothly behind the scenes Enjoys a mix of client communication, organization, and problem-solving Finds satisfaction in anticipating needs and catching issues before they become problems Wants to be a key part of a small, growing team Works quickly and can juggle multiple events happening at the same time Is a natural problem solver Highly detail-oriented and organized Is available seven days a week, with the flexibility to be on call while events are happening This Role May Not Be a Fit If You Need constant direction for every task Struggle with organization Get overwhelmed when priorities shift quickly, since event logistics can change day of Don't enjoy juggling communication across clients, vendors, and the team at once Aren't available for check-ins on nights and weekends

Qualifications: Three to five years of experience as an Executive Assistant, Virtual Assistant, Project Manager, or in an Operations/Admin role, ideally in live events, production, or a related industry Experience working remotely with a distributed team Strong written and verbal communication skills Excellent organizational and time-management ability Comfortable working in a fast-paced, deadline-driven environment Proficient in CRMsAI-forward: comfortable using an AI assistant (e.g. Claude, ChatGPT) as part of your day-to-day workflow, and eager to keep learning new tools Comfortable with email, calendar tools, and learning new systems quickly Experience in operations, event planning, client services, or a related field is a plus Available to check in and oversee events virtually during evenings and weekends when they're scheduled, since most of our work runs on East Coast hours Position Details Contractor fole Fully remote Reports directly to the Founder Monthly retainer determined based on experience

How to Apply: Please include: A cover letter sharing why you're interested, why you're the right fit, a brief overview of your experience, your resume, and your available start date Submit your application to  with the subject line: Your Name, Operations Coordinator Application. Please include your Enneagram numberA two to five minute video introducing yourself: who you are, why you're inspired to apply, what you'd bring to the team, and why you should join us We'll only respond to submissions we believe are a potential fit. Questions about the details of the role and compensation will be answered after we reach out to discuss your submission • • If your submission is a strong fit, expect to hear back soon with next steps for our interview process