Event Specialist
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Job Description
Event Specialist working with the Director on budget management and vendor coordination for multiple events. Ensuring timely and on-budget execution of a complex multi-event season.
Responsibilities:
- You'll work directly with the Director to keep a complex, multi-event season running on time and on budget.
- Own day-to-day maintenance of the season event budget — record actuals, track variances, and flag when something is trending off-plan across any of the 6 events
- Manage vendor onboarding and payment processing in Ramp, including setting up new vendors, submitting payments for approval, and ensuring invoices are coded correctly
- Monitor staged vendor payment schedules (deposits, milestone triggers, final payments) and proactively alert the team when action is needed
- Actively surface emerging risks — budget overages, vendor delays, missing deliverables, or timeline slippage — before they escalate
- Serve as a clear, reliable communication hub between the team and external vendors: coordinate timelines, follow up on deliverables, and hold vendors accountable without requiring the Director to step in on every thread
- Prepare concise budget summaries and status updates for leadership, translating complex budget data into clear, actionable snapshots
- Maintain visibility on all open items across the season so the team always has a current picture of where each event stands
- Triage the task queue in Asana — identify what's urgent, what's blocked, and what needs escalation
- Build and maintain event timelines, pre-production checklists, and run-of-show documents
- Track vendor contracts and ensure payment and deliverable milestones are met on schedule
- Support ad hoc operational needs as the season progresses
Requirements:
- 3–5 years in a production coordinator, production finance, or event operations role — ideally in entertainment, live events, sports, or agency production
- Strong command of complex spreadsheets (Google Sheets) — you can navigate a multi-sheet event budget model, not just enter data into one
- Experience managing vendor payments and onboarding, including working in AP or expense management tools
- Sharp written English — vendor communications, internal Slack, and leadership summaries all need to be clear and professional
- Proactive communicator — you flag problems before they become fires, and you follow up without being asked
- Able to work core PST working hours or start a few hours before to align with EST
- **Nice to have**
- Experience with Ramp, Asana, or similar expense management and project management tools
- Background in multi-currency budgeting or international event production
- Live event or sports production experience
Benefits:
- Permanent remote work flexibility
- Paid Time Off
- Health Maintenance Organization (HMO) coverage
- Annual performance bonuses
- Dedicated coaches offer an extra channel of support and skill-building
- Opportunities for professional growth
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