Hello Alice

Tour Event Coordinator

Hello Alice

contract

Posted on:

Location Type: Remote

Location: District of Columbia • Florida • United States

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Salary

💰 $40,000 per year

About the role

  • Lead all day-of coordination including venue setup, AV management, registration, and real-time troubleshooting to ensure smooth event operations.
  • Manage speaker logistics during events: pre-event briefings, technical checks, timing, and seamless transitions between sessions.
  • Facilitate on-stage event activations including panels, workshops, accelerator sessions, and other program components as defined by the event agenda.
  • Moderate Q&A sessions, manage audience dynamics, and maintain event flow to maximize participant engagement and value.
  • Anticipate and resolve unexpected challenges quickly, making on-the-spot decisions to protect event quality and participant experience.
  • Ensure all attendees have positive, actionable experiences through proactive engagement and responsive support throughout the event.
  • Collaborate with Program Managers and the Marketing team on pre-event logistics, material preparation, run-of-show development, and participant communications.
  • Coordinate with external vendors, venue staff, and service providers to confirm logistics and surface and resolve issues before they become day-of problems.
  • Participate in pre-event planning conversations to ensure full understanding of the strategic goals, audience profile, and partner expectations for each event.
  • Manage tasks, timelines, and communications through Hello Alice's project systems (Jira, Confluence, Slack) to maintain visibility across the team.
  • Conduct post-event feedback collection and compile participant insights and engagement data.
  • Contribute to event debrief conversations with observations on what worked, what didn't, and recommendations for future execution.

Requirements

  • 5+ years of hands-on experience in live event production and management, with demonstrated success executing events for 50+ participants.
  • Proven ability to facilitate on-stage event programming — panels, workshops, Q&A, and audience-facing activations — with poise and professionalism.
  • Strong project coordination skills with demonstrated ability to manage concurrent activities, timelines, and stakeholders without dropping details.
  • Solid technical proficiency: comfortable navigating project management tools (Jira or equivalent), communication platforms (Slack), documentation systems (Confluence or equivalent), and AI-powered productivity tools.
  • Experience with event management platforms, registration systems, and standard AV requirements for live events.
  • Exceptional verbal and written communication skills, with the ability to represent Hello Alice professionally in front of executives, entrepreneurs, speakers, and vendors under pressure.
  • Demonstrated ability to work autonomously as a remote team member while maintaining proactive communication and meeting deadlines.
  • Willingness and ability to travel to all four event locations across the United States, with flexibility for varying schedules and extended event days.
  • Proven composure and problem-solving ability in dynamic, high-pressure live event environments.
Benefits
  • All travel and approved event-related expenses are reimbursed by Hello Alice, separate from contract compensation.
  • Extended hours during events and flexibility around pre- and post-event preparation are expected.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
live event productionevent managementproject coordinationAV managementevent programmingregistration systemstechnical checksaudience engagementfeedback collectionproblem-solving
Soft Skills
communicationcollaborationautonomyprofessionalismproactive engagementtime managementadaptabilitycomposuredecision-makingstakeholder management