Event Operations Coordinator

You are probably not actively looking for a new job—but you may be wondering whether your current role is taking you anywhere.

Maybe you are the person who keeps everything organized, catches the details others miss, and quietly solves problems before they become emergencies. Yet despite being the operational backbone of the team, you are still bumping your head against a glass ceiling.

You want more than another administrative position. You want the opportunity to take ownership, learn how a growing company operates, and build the skills that could eventually lead you into senior operations leadership—or even a COO role.

We get it. If you are organized, ambitious, and ready to prove what you can accomplish, we challenge you to keep reading.

Your Problems Solved!

In this role, you will become the operational engine behind corporate adventures, hotel activity bookings, and outdoor events across Southern California. Your mission is to bring order to moving parts—coordinating guests, guides, contractors, vendors, schedules, documents, and communications so that every experience feels effortless to the people attending it.

You will not simply complete assigned tasks. You will learn how a growing corporate events business functions from the inside, improve the systems that support it, and gradually take ownership of increasingly important operational decisions. Your work will directly influence guest satisfaction, event safety, vendor relationships, team efficiency, and the company’s ability to grow without sacrificing the quality of its experiences.

In the first 90 days, you will conquer the following:

30-Day Goals:

Complete training on the booking, customer service, event coordination, guide scheduling, vendor management, and payment processes, demonstrating proficiency by independently completing at least 4 supervised bookings or operational tasks with 95% accuracy.

Review the active event calendar, existing contracts, previous event documents, SOPs, and communication channels, then deliver a written summary identifying at least five operational risks, documentation gaps, or opportunities for improvement.

Demonstrate working proficiency in Google Drive, Google Sheets, Google Docs, Google Slides, Notion, Zoho, and Slack by accurately updating assigned records, event documents, calendars, and internal resources without missed deadlines.

60-Day Goals:

Independently manage the operational preparation for at least 10 upcoming events, including building event documents, scheduling guides and contractors, coordinating vendors, creating calendar invitations, and maintaining current logistics information.

Respond to guest inquiries and manage hotel activity bookings through phone, text, and email while achieving a response-time target of 5 minutes during operating hours and maintaining at least 90% booking accuracy.

Improve at least three SOPs, templates, or internal knowledge-base resources based on recurring questions, handoff problems, or process inefficiencies discovered during the first 60 days.

90-Day Goals:

Take end-to-end operational ownership of at least 20 corporate events or activity programs, delivering complete staffing, vendor, communication, documentation,



and logistics readiness by every required deadline.

Reduce scheduling errors, missing information, or last-minute operational escalations by at least 25% compared with the established baseline.

Present a 90-day operations report outlining completed events, booking and response metrics, recurring challenges, process improvements, and a prioritized roadmap for strengthening the company’s operational systems over the next quarter.

Soft Skills

You are exceptionally organized without needing someone to remind you what comes next. You naturally organize work around event dates, deadlines, dependencies, and customer expectations. You communicate clearly, follow through on commitments, and remain calm when plans change or a same-day booking requires an immediate solution.

You are proactive, resourceful, detail-oriented, and comfortable working independently. When you notice something that needs attention, you take responsible action instead of waiting for permission. You also understand that excellent operations require more than efficiency—they require empathy, good judgment, professionalism, and the ability to create positive working relationships with guests, hotel partners, guides, contractors, and vendors.

Technical Skills

You bring practical experience with Google Workspace, including Google Sheets, Google Docs, Google Slides, Google Calendar, and Google Drive. You can create organized documents, maintain accurate schedules, manage shared folders, track operational information, and make resources easy for others to find and use.

Experience with Zoho is important, and familiarity with Notion and Slack will help you become productive quickly. You should be comfortable learning new systems, following established SOPs, improving internal documentation, and building dependable information-management practices across multiple platforms.

Experience coordinating corporate events, travel, outings, hotel activities, vendors, contractors, or other logistics-heavy services will give you a strong advantage.

Must Haves

You must have previous experience in administration, event coordination, operations coordination, or a comparable virtual-assistant position within a professional business environment. This is not an entry-level opportunity for someone without relevant coordination experience.

You must possess excellent written and verbal English communication skills, ideally at the C2 level, with clear and easily understood professional speech for guest, hotel, vendor, and partner conversations. You must also be comfortable answering phones and responding to inquiries between 9:00 a.m. and 5:00 p.m. Pacific Time when assigned.

During the busy season, you must be available to work during U.S. Pacific Time business hours. During the off-season, the schedule becomes more versátil,



although at least four hours of overlap with Pacific Time operations will still be required.

Because this is a remote position, you must have a dependable internet connection and a quiet, distraction-free place to work. Background noise must not interfere with guest or vendor calls, so effective noise cancellation should be used when necessary. You must also maintain a professional, presentable appearance during video meetings with vendors, partners, and clients.

Payments are issued on the 2nd and 16th of each month.

About Us

Expert Active creates unforgettable outdoor adventures, tours, rentals, and team experiences along the Southern California coast. From its Dana Point base, the company designs corporate outings that bring people together through activities such as surfing, paddleboarding, kayaking, hiking, biking, food experiences, and customized team-building programs.

The company believes a successful team-building event should do more than fill a schedule. Its experiences are built to encourage meaningful collaboration, strengthen workplace relationships, boost morale, and help teams work better together after the event ends. Expert Active differentiates itself through personalized planning, experienced coordination, distinctive outdoor activities, and a serious commitment to quality and safety. Learn more at https://www.expertactive.com.

Our core values guide our commitment to excellence:

Everyone’s Stoked: If it is not a win-win-win, we are not doing it right. Clients, vendors, guides, partners, and team members should all feel good about the experience and the way we work together.

Safety Nerds: If it is not safe, shut it down. Safety is more than a policy—it is a promise. We follow established protocols, identify hazards proactively, communicate openly, continually improve our practices, and make sure our guests, equipment, guides, routes, and emergency plans are ready.

Share Your Spark: Every adventure has the potential to ignite a new passion. We bring genuine enthusiasm, knowledge, and energy to our work so that the experiences we create are not merely entertaining—they are memorable, inspiring, and transformative.

Give a Hoot: Care about what you are doing and how you are doing it. Be on time, be prepared, be presentable, and take ownership. When you see something that needs to be handled, either take care of it or notify the person who can.

Extra Mile for the Smile: We provide high-end guest experiences, which means going beyond the basic expectation. We make thoughtful adjustments, solve problems creatively, and look for opportunities to turn a good experience into an epic one.

Here’s your Call To Action!

If you have read this far, you have grit and we should meet! While a resume is important, we would like to get to know you as a person.

Please respond to [email protected] with your attached resume and let us know the answers to these three important questions:

- What motivated you to respond to this role?
- What do you feel you are capable of achieving?
- How can we best reach you for a conversation this week?

We only respond to people who invest the time in providing well-thought-out, non-AI responses!

📌 Operations Coordinator (Colombia)
🏢 Expert Active
📍 Colombia