Event Logistics CoordinatorEvent CoordinatorLocation: Remote (Europe / South America - US time zones)Schedule: Full time, approximately 50 hours per week (primarily Monday through Friday with occasional weekend needs)Maxwell Social is hiring a remote Event Logistics Coordinator to support staffing, operations, and planning across private and member events. You will ensure each event is properly staffed, prepped, and documented, allowing the planning team to focus on client relationships and creative execution.This is a logistics-forward role with some client-facing coordination responsibilities. You will manage staffing remotely, review event timelines, flag operational issues, and help maintain structure in a fast-paced, high-touch environment.
Remotely assign on-site roles such as bartenders, servers, support staff, and managers based on event needsManage and update all staffing schedules in HomebaseMaintain clear communication with on-site team leads regarding shift details, uniforms, and expectationsOnboard new staff in Homebase and maintain contact and availability recordsEvent Coordination and Planning SupportReview and update BEOs and Run of Show documents in collaboration with the events teamRegularly audit ROS and event timelines to ensure accuracy and flag logistical gapsCoordinate key event details including vendor access, staff call times, and guest experience notesMaintain event communication threads using WhatsApp, email, and textParticipate in weekly event planning and staffing callsOrganize and update event folders in Google Drive with finalized documents and vendor COIsEvent Types You Will SupportMember events and club programmingPrivate dinners and social eventsWeddings, brand activations, and special occasions
Two to three years of experience in event coordination, logistics, or staffingFamiliar with Homebase, Tripleseat, Google Drive, and WhatsAppComfortable managing multiple projects and priorities remotelyAvailable to occasionally respond to event needs outside standard hours
Fully remote role with no on-site presence required