Event Admin Coordinator

Virtual Events Admin
Remote - Full Time

About Your Startup Operations

We're Your Startup Operations, a boutique agency providing operational services to small businesses.

About the Role

We're hiring for a Virtual Events Admin to join the YSO team. If you love the energy of the events world and want to help us build something from the ground up (not just execute someone else's playbook), this is for you. No two days look the same here, and you'll have real ownership over how this role takes shape.

Our Score Values

Solution-focused: Think critically and propose solutions independently.
Curiosity: Ask questions and actively seek understanding.
Ownership: Take full accountability and responsibility for your role.
Resourcefulness: Use all available resources to solve challenges or answer questions.
Excellence: Deliver high-quality work and exceptional results.

Who You Are

You have a strong administrative foundation: calendar and inbox management, document organization, contracts, proposals, quotes, and invoices — and you follow through without being chased.
You've coordinated logistics with vendors, venues, contractors, or third-party partners and can manage moving pieces across multiple stakeholders.
You walk into ambiguous situations and create structure. You are proactive and detail-obsessed — you see what needs to happen and move on it before you're asked.
You are warm, professional, and client-ready, since you'll be repping YSO directly. You own your mistakes, fix them fast, and think in solutions rather than problems.
Hint: On your first interview, mention which SCORE value you most align with at the end of the interview for huge bonus points.

Role Requirements

- Minimum of 1 year experience in event coordination, event administration, or event operations, end-to-end, not just day-of execution.
- 2+ years working with clients based in the US, UK, Canada, or Australia.
- Must speak and write fluent English
- Proficiency with CRM platforms and event management tools; ability to learn new systems quickly.
- Bonus points if you have experience in catering, desserts, alcohol, or food service events.
- Reliable internet connection with a backup; ability to work scheduled remote hours consistently. (Minimum: Download Speed +20 MB / Upload Speed 5 MB)
- A Computer:
At least 8GB of RAM and an Intel Core 8th generation processor or higher, or AMD Ryzen 2000 series or higher.
Operating system: Windows 11 or higher / macOS 13 or higher
Working camera and microphone

Responsibilities

- Drive the full event pipeline for our own clients: handle incoming inquiries, prepare quotes and proposals, send contracts, issue invoices, and manage follow-ups.
- Be the primary point of contact for clients throughout the event cycle, representing YSO directly.
- Coordinate with vendors, venues, contractors, and our internal team to confirm logistics, timelines, and deliverables.
- Build and maintain detailed event timelines and run-of-show documents so every stakeholder knows exactly what's happening and when.
- Manage and keep our CRM up-to-date: leads, pipelines, client records, follow-up reminders, and event status.
- Track inventory, supplies, and equipment needed per event. Stay ahead of what's required so nothing is missing day-of.
- Manage inbox, scheduling, meeting notes, and day-to-day administrative tasks that keep our operation running smoothly.
- Support business development during slower seasons: lead sourcing, outreach, and light marketing coordination as needed.

Desired but not required:
- Background in a specific event vertical: weddings, corporate, AV/production, food & beverage, or similar.
- Experience building internal systems and SOPs from scratch in a growing business.


Benefits

Effective immediately:
7 paid company holidays
Company social events & game nights
Bi-monthly team training

After 3 months:
1 local holiday choice per year
$100/year professional development allowance
One-time $50 workspace reimbursement
10 days PTO / 3 sick days per year

After 1 year:
Healthcare reimbursement up to $50/month (eligible expenses)
An additional one-time $50 workspace reimbursement
Possible year-end bonus (company discretion)

Apply here: ----------