Event Operations Coordinator

Mommy Poppins Inc; Shirley (MA); Remote; USD 34,000 - 55,000; Part time

Job summary

Mommy Poppins Inc. is seeking an organized, client-facing Event Operations Coordinator to manage logistics for family-focused community events.

The role combines remote prep with on-site execution in NYC, requiring travel for weekend events and proximity to the NYC metro. You’ll own the master checklist, coordinate vendors and sponsors, support marketing assets, and ensure smooth communications with hosts and attendees.

Qualifications

• Independent contractor with remote work setup.
• Proactive communicator with vendors and attendees.
• Strong organizational skills with attention to detail.
• Ability to work in NYC metro for weekend events.

Responsibilities

• Own the Master Checklist: Execute the pre-production task tracker, keeping event milestones, vendor confirmations, and supply orders on track.
• Communications: Serve as a warm, responsive point of contact for venue hosts, vendors, sponsors, and attendees.
• Marketing: Help build marketing assets from established templates, communicate with social media and editorial teams, oversee the execution, and collect performance metrics to share with sponsors after the event.
• Vendor & Staff Scheduling: Coordinate dates and call times with our established roster of performers, day-of staff, and rental partners.
• Day-of Execution: Lead on-site operations on event day (overseeing setup, vendor arrivals, dealing with any issues that arise, and break-down).

Skills

Organizational skills

Attention to detail

Communication

Client-facing

Event coordination

Canva basics

Project management

NYC familiarity

Tools

Canva

Asana/PM boards

Job description

Location: Mostly remote, but will need to be in person in NYC for event dates.

Volume: 6–8 events per year, September - May.

Time Commitment: ~30–45 hours flexible remote prep per event + one 6-8-hour on-site event day.

About the Role

Mommy Poppins produces high-energy, family-focused community events built on a proven, repeatable model. We already have established vendor rosters, design templates, and a complete operational playbook ready to run.

We are looking for a hyper-organized, client-facing Event Operations Coordinator to own the logistics and execution. You will manage our event tracker, coordinate vendors and sponsors, handle day-of on-site execution, and keep communications running smoothly. You do not need formal event production experience; we will train you on our systems if you have outstanding attention to detail and professional polish.

There is significant opportunity for this role to expand. We are actively looking for a long-term partner who can eventually help us scale into new venues and markets.

What You’ll Do

Own the Master Checklist: Execute the pre-production task tracker, keeping event milestones, vendor confirmations, and supply orders on track.

Communications: Serve as a warm, responsive point of contact for venue hosts, vendors, sponsors, and attendees.

Marketing: Help build marketing assets from established templates, communicate with social media and editorial teams, oversee the execution, and collect performance metrics to share with sponsors after the event.

Vendor & Staff Scheduling: Coordinate dates and call times with our established roster of performers, day-of staff, and rental partners.

Day-of Execution: Lead on-site operations on event day (overseeing setup, vendor arrivals, dealing with any issues that arise, and break-down).

Who You Are

Methodical & Detail-Obsessed: You thrive on checklists, rarely miss a follow-up, and naturally spot operational oversights before they cause problems.

Professionally Poised: You write clear, polished emails and communicate with warmth and composure in front of clients and attendees.

Tech Capable: Comfortable using project management boards, making basic layout edits in Canva, and familiarity with social media marketing is a plus.

Local to NYC Metro: Live in the NYC Metro Area and can be available on the 6-8 weekend days of our events.

Requirements

• Operate as an independent contractor in a 100% remote work environment.
• Provide your own computer, phone, high-speed internet and office space.