Event Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Collaborate directly with the Director to ensure the seamless execution of a complex, multi-event season within budget and on schedule.

• Take ownership of the daily management of the season event budget — document actuals, track variances, and flag any trends that deviate from the plan across all 6 events.

• Oversee vendor onboarding and payment processes in Ramp, which includes setting up new vendors, submitting payment requests for approval, and verifying accurate invoice coding.

• Keep track of scheduled vendor payments (deposits, milestone triggers, final payments) and proactively notify the team when action is required.

• Identify emerging risks — such as budget overruns, vendor delays, missing deliverables, or timeline slippage — before they escalate into larger issues.

• Act as a dependable communication hub between the team and external vendors: manage timelines, follow up on deliverables, and ensure accountability from vendors without necessitating the Director's intervention in every conversation.

• Create concise budget summaries and status updates for leadership, translating intricate budget information into clear, actionable insights.

• Maintain awareness of all ongoing items throughout the season, ensuring the team has an up-to-date understanding of each event's status.

• Manage the task queue in Asana — prioritizing urgent matters, identifying blockages, and determining what requires escalation.

• Develop and maintain event timelines, pre-production checklists, and run-of-show documents.

• Monitor vendor contracts to ensure that payment and deliverable milestones are achieved punctually.

• Assist with various operational needs as the season unfolds.

⛳️ Requirements

• 3–5 years of experience in a production coordinator, production finance, or event operations role — preferably within entertainment, live events, sports, or agency production.

• Proficient in complex spreadsheets (Google Sheets) — capable of navigating a multi-sheet event budget model, not just entering data into a single sheet.

• Experience in managing vendor payments and onboarding, including familiarity with accounts payable or expense management systems.

• Excellent written English skills — vendor communications, internal Slack messages, and leadership summaries must be clear and professional.

• Proactive communicator — you identify issues before they escalate and follow up without needing prompting.

• Available to work core PST hours or start a few hours earlier to align with EST.

• **Desirable Attributes**

• Familiarity with Ramp, Asana, or other expense management and project management tools.

• Experience with multi-currency budgeting or international event production.

• Background in live event or sports production.

🏝️ Benefits

• Permanent remote work flexibility.

• Paid Time Off.

• Health Maintenance Organization (HMO) coverage.

• Annual performance bonuses.

• Dedicated coaches providing additional support and skill-building opportunities.

• Opportunities for professional growth.