Events Management Coordinator - Freelance, Remote

Magic

1d•Remote

About The Position

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. 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.

Requirements

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
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
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

Nice To Haves

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
comfort adopting new PM/CRM tools
proactive ownership
meticulous organization
relentless follow-up
stakeholder management
clear communication
resourcefulness
calm under pressure
thrive in founder-led, fast-moving environments and enjoy building systems from scratch
love coordinating across sponsors, vendors, and venues and are energized by keeping many moving parts on track
motivated by accountability, follow-through, and measurable outcomes
comfortable working U.S. Central hours
excited to grow with a company that’s expanding into new markets

Responsibilities

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
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
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
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