Events & Logistics Coordinator (Remote)

Description

We are seeking an Events & Logistics Coordinator who is forward-thinking, highly organized, and brings order and strategy. This person will manage planning our Catalyst educational events, industry conferences, employee travel, and our annual all-employee Connect event.

Additionally, this role will support our Marketing Department by sourcing, organizing, and shipping marketing and conference materials; coordinating employee swag; maintaining vendor relationships; and ensuring brand consistency.

This role will report to the Chief Evangelist and Marketing Manager. It is a hybrid role blending event planning, marketing operations, project support, and logistics coordination. If you're someone who loves executing details, anticipating needs, and making big initiatives run smoothly, we invite you to apply!

Key Responsibilities

• Plan and manage all Catalyst events, including scheduling, venues, materials, agendas, and communications.
• Coordinate CourtReserve’s presence at industry conferences, including booth logistics, sponsorships, vendor communication, shipping, and travel.
• Research and evaluate new conference opportunities, including cost-benefit analysis and recommendations.
• Lead planning for the annual CourtReserve Connect employee event (travel, meals, activities, vendors, agendas, gifting, etc.).
• Manage employee swag programs, including ordering, inventory, sizing, new hire boxes, holiday gifting, and fulfillment.
• Source and coordinate with vendors for branded merchandise, apparel, and marketing items.
• Support the marketing and sales departments with materials for events, including brochures, signage, banners, and giveaway items.
• Track inventory of all marketing assets and ensure items are prepared and shipped on schedule.
• Assist with packaging, mailing, and tracking shipments for conferences, Catalyst events, and key customers.
• Support webinar and podcast initiatives by creating registration links, workflows, confirmation emails, and follow-up sequences.
• Manage the CourtReserve podcast guest scheduling, preparation, and recording calendar.
• Track and organize all past and upcoming content in a centralized content calendar.
• Book and coordinate flights, lodging, transportation, and conference registrations for traveling employees.
• Maintain a master company travel calendar and optimize costs.
• Maintain and analyze a master events calendar to aid planning, budgeting, and team alignment.
• Provide support with Google Sheets for tracking event ROI and budgeting
• Assist with internal meetings, reminders, agenda prep, and follow-up checklists.
  
  

Requirements

Ideal candidates will have:

• Excellent organizational skills and the ability to balance multiple deadlines
• Strong communication skills and vendor interaction skills
• Ability to use Google Workspace, Zoom, Calendly, and basic design or events platforms
• Experience coordinating shipping, procuring swag, and working with vendors and print shops
• Excellent ability to think proactively, anticipate, and solve problems before they affect timelines
  
  

Preferred

• 2+ years of experience in event planning, operations support, marketing coordination, or administrative project roles
• Experience supporting marketing departments or handling branded materials
• Remote work experience with distributed teams
• Experience with Eventbrite, Canva, HubSpot, and similar tools
• Background in SaaS, hospitality, event management, or similar environment