Client & Event Operations Coordinator (Remote) We are seeking a highly organized and proactive Client & Event Operations Coordinator to support the Account Executive team. This position is 100% remote and requires hands‑on experience with event‑related contracts, including creating contracts from templates, managing revisions, coordinating approvals, and addressing contract questions or amendments from clients and speakers. While this is not a legal role, the ideal candidate must be comfortable working with contract language and fully owning the end‑to‑end contract process. HubSpot experience is mandatory.
📅 Schedule
Remote position Monday to Friday 9:00 AM to 5:00 PM EST
🎯 Key Responsibilities Client & Event Coordination
Serve as the primary point of contact between clients, speakers, and internal teams. Collect slide decks, speaker materials, and other event deliverables. Track pre‑event tasks, deadlines, and follow‑ups. Provide proactive communication to ensure seamless event execution. Schedule calls and appointments for the sales team when needed.
Contract & CRM Administration
Enter and maintain accurate data in the CRM (HubSpot – required). Create and track tasks to support Account Executives. Create, review, and manage contracts using internal templates. Coordinate contract revisions, clarifications, and approvals with speakers and clients. Maintain updated and organized speaker and client records.
Financial & Expense Support
Request, collect, and organize receipts and reimbursement documentation according to contract guidelines. Assist with invoice preparation and track payments.
Relationship Growth & Insight Development
Identify strategic contacts within existing accounts to support account growth. Conduct research on organizations, industries, and event opportunities.
Cross‑Functional Collaboration
Work closely with Finance and Operations to ensure aligned processes and accurate documentation. Participate in internal meetings and recommend workflow or process improvements.
✅ Qualifications
Bachelor’s degree or equivalent experience. 1–4 years of experience in client service, event coordination, operations, or professional services. Hands‑on experience creating and managing contracts using templates. Excellent written and verbal communication skills. Strong organization, attention to detail, and ability to manage multiple deadlines. Proficiency in Microsoft 365. HubSpot CRM experience is required. Ability to work independently and collaboratively in a fast‑paced environment. Strong decision‑making abilities and sound judgment.
🔑 Key Skills event coordination, client communication, CRM management, contract administration, HubSpot, scheduling, Microsoft 365, logistics coordination, attention to detail, organization, time management, customer service, cross‑functional collaboration, documentation management, invoice support, problem solving, professional communication
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