Freelance remote coordinator to manage day-to-day event operations for a traveling festival: build timelines and run-of-show, onboard and manage vendors and sponsors, track agreements and payments, maintain CRM and outreach cadences, handle marketing content scheduling and community engagement, and provide administrative support to the founder including inbox, calendar, contracts, and invoicing.
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
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
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