Events Operations Specialist - Canada

Openkrill; United States; Remote; USD 90,000 - 120,000; Full time

Benefits offered by this job

Unlimited PTO

Amsterdam program

Remote work up to 4 weeks/yr

Extensive paid family leave

Volunteer days

Onboarding program

Equipment stipend

Job summary

WeTravel is seeking an Events Operations Lead to serve as the operational backbone of our events. You’ll own the calendar, logistics, contracts and invoicing, and you’ll coordinate with Account Executives, Sales, vendors, design and data teams to keep every event on time and within budget.

This hands-on, coordination-heavy role isn’t about setting strategy—it’s about turning plans into flawless execution. Occasional travel is required, typically once or twice a year.

Qualifications

• Must have hands-on B2B field-event experience.
• Excellent written and verbal communication.
• Strong organizational skills and calendar management.
• Ability to own admin like contracts, invoicing, and expense reconciliation.
• Coordinate onsite teams and AE requests, across sales, ops, and content.

Responsibilities

• Own the yearly event calendar (~55 events) and keep it a living plan with shifting priorities.
• Oversee end-to-end event execution: logistics, vendor liaison, registration, and collateral.
• Manage event agreements, contracts, invoicing, and expense reconciliation in Ramp.
• Act as the primary coordination point between sales and the event team for each event.
• Collaborate with data/ops on pre/post-event lead routing and ROI feedback.
• Help build and maintain the event playbook (SOP) so operations aren’t person-dependent.

Skills

English fluency

B2B events

Vendor mgmt

Stakeholder coordination

Calendar ownership

Travel ready

Admin contracts-invoicing

Tools

HubSpot

Ramp

Job description

Hi! I'm Paula, Marketing Manager at WeTravel. I'm originally from Mexico and now based in Houston, TX. I lead the brand marketing hub here; the people behind our events, content, community, and demand programs. Events are one of our most powerful pipeline channels: our field presence puts WeTravel in front of group travel operators all over the world. I'm seeking an Events Operations Lead to serve as the operational backbone of our presence—the person who ensures every event happens on time and within budget.

ABOUT THE ROLE

This is a hands-on, coordination-heavy role. You will serve as the link between everyone involved in an event—Account Executives, Sales Managers, vendors, finance, design, and event organizers—ensuring they all stay aligned and moving forward together. You'll own the calendar, the logistics, the contracts and invoicing, and the day-to-day execution that turns a slate of events into a smooth-running operation. This role is not about setting the strategic direction. Instead, it's about bringing the strategy to life. If you're someone who excels at bringing order to a dozen moving parts and takes pride in executing a flawless event, read on.

HOW WE WORK

At WeTravel, events serve as a core pipeline engine, and this role is at the operational heart of that process. You will be responsible for end-to-end execution and will have the autonomy to build and maintain the systems that keep everything running smoothly. However, the essence of this job is coordination: you will establish dedicated Slack channels with Sales Managers and representatives for every event, navigate approval chains, manage vendors and finances, and collaborate with both the design and data/operations teams. We move quickly, our calendar shifts quarter to quarter as new opportunities arise, and we value individuals who can bring structure and composure to fast-paced logistics.

WHY YOU SHOULD OR SHOULDN'T APPLY

You should apply if you:

• Are fluent in English (other languages are a plus—be sure to list them in your resume).
• Have hands-on B2B field-event experience; running booths, vendor relationships, and logistics under real deadline pressure.
• Have excellent communication skills and genuinely enjoy the coordination side of the job—you're comfortable being the hub between sales, ops, and content on every event.
• Are naturally organized; you build calendars and systems rather than just responding to what's in front of you.
• Are comfortable owning admin (contracts, invoicing, expense reconciliation) as part of the job, not a task to hand off.
• Can work a sales approval chain and coordinate onsite teams without needing every step spelled out.
• Want to build repeatable systems and document what you learn so the operation doesn't rely on tribal knowledge.
• Are comfortable traveling for work related events once or twice a year.

Bonus points if you have:

• Experience in the travel industry, marketplace businesses, or community-led growth models.
• Familiarity with HubSpot and event ROI tracking.
• Experience building or scaling an event playbook / SOP from scratch.
• Fluency with AI tools to automate parts of the event workflow.

You might not be the right fit if you:

• Prefer a fixed, unchanging calendar over one that pivots quarter to quarter.
• See admin (contracts, invoicing, expenses) as beneath the role rather than part of it.
• Find it challenging to coordinate across many stakeholders without losing momentum.
• Struggle in fast-paced environments or with frequent change.
• Prefer a highly structured corporate environment with rigid processes.

ON A WEEKLY BASIS YOU WILL FIND YOURSELF

• Owning the yearly event calendar (~55 events, built each October as the baseline) and keeping it a living plan — requests come in and priorities shift every quarter, and you adjust and re-pivot.
• Handling event execution and logistics end-to-end: vendor and event liaison (booth build, collateral, registration, exhibitor profiles, passes, VAT), procurement, shipping coordination, and swag.
• Owning the administrative backbone of events: event agreements and contracts, invoicing, and setting up and reconciling out-of-pocket expenses in Ramp.
• Serving as the primary coordination point between sales and the event team for every event: setting up dedicated Slack channels with sales managers and reps, coordinating AE requests through the approval chain, and pulling together the onsite team, all in one continuous thread from planning through the event.
• Partnering with our data/ops team on pre-event lead list submission and post-event lead routing — you feed accurate inputs into that process, while the list build and reporting dashboard are owned by data/ops.
• Owning the collection and tracking of qualitative event feedback: post-event surveys, sales input on lead quality, what worked and what didn't as your contribution to the ROI picture.
• Partnering with our Content & Social Lead to brief our creative/design lead on booth and print materials.
• Co-owning and continuously building the event playbook (SOP) so event operations don't depend on one person holding it all in their head.

BENEFITS

• Full-time, Fixed Term Contract (International Contractor).
• Generous "Time to Recharge" policy; enjoy unlimited paid time off to rest, recharge, and show up as your best self.
• Amsterdam Program – visit us in Amsterdam (HQ) for 2-4 weeks every year, staying in one of our WeTravel apartments.
• Work remotely for a maximum of 4 weeks per calendar year. (Although this is a remote role, employees are hired into a designated country of employment. Our Work From Anywhere benefit provides eligible employees with up to four weeks per calendar year to work temporarily from another approved location.)
• Extensive paid family leave.
• Three paid volunteer days per year ; take time to give back to causes you care about, on us.
• 2-week cross-functional onboarding program.
• Cutting-edge equipment and tools to set you up for success. Coverage for certain work-from-home (WFH) equipment.
• Join an international, travel-loving team with a passion for adventure and innovation.

PLEASE NOTE

• As a member of our international team, you’ll work full-time under a B2B contractor agreement, with monthly payments in USD.
• For this role, we can only consider candidates with the legal right to work in Canada. Unfortunately, WeTravel is not able to offer visa sponsorship or relocation assistance at this time.

EQUAL OPPORTUNITIES

WeTravel is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants from all backgrounds, experiences, and perspectives.