Events Coordinator

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

📋 Description

• Take ownership of the complete event lifecycle for each assigned event, from initial planning documentation to post-event debriefing, across all MDS community event formats including founder socials, boardrooms, roundtables, masterminds, and chapter events.

• Create and maintain detailed project plans and timelines for each event, ensuring all deliverables, deadlines, and stakeholder actions are meticulously tracked to avoid reliance on memory.

• Simultaneously manage multiple events and locations, effectively handling overlapping timelines and formats while maintaining accuracy and attention to detail.

• Act as the main operational contact for each event you oversee, a trusted individual for the Events Director who ensures every detail is addressed without needing supervision.

• Identify, assess, and secure venues suitable for the event format, including private dining areas for founder socials, boardroom setups for roundtables, and conference arrangements for masterminds, ensuring the venue complements the MDS experience.

• Handle all logistical aspects of venues including contracts, A/V and technical requirements, catering coordination, room arrangements, signage, and on-the-day contact management.

• Develop contingency plans for each event with backup venue options and escalation protocols prepared ahead of the event date, ensuring readiness for any issues that may arise.

• Monitor and reconcile event budgets, collaborating with the Events Director on cost management and ensuring expenses are accurately documented and reported.

• Provide comprehensive briefings to every event host before the event, supplying a clear checklist, format guidance, audience context, timing expectations, and answers to any queries they may have.

• Ensure hosts feel confident and well-prepared, following up, conducting rehearsals if necessary, and confirming their readiness prior to the event, rather than on the day of.

• Build and manage a pipeline of hosts for chapter events, identifying, onboarding, and preparing MDS members who aspire to host future events in their cities.

• Create reusable host briefing templates and checklists for each event format, ensuring efficient, consistent, and high-quality onboarding for new hosts.

• Collect, review, and format all event presentations and materials, ensuring they are polished, on-brand, and ready well in advance of the event date.

• Develop run-of-show documents for every event that detail the full agenda, timing, speaker order, transitions, A/V cues, and any contingency notes necessary for smooth execution.

• Collaborate with the creative team on event materials such as name badges, signage, digital assets, and any branded materials required for each format.

• Maintain a library of event templates, run-of-show formats, and presentation frameworks by event type to avoid starting from scratch each cycle.

• Manage guest lists and RSVPs for each event in coordination with the Community and Membership teams, ensuring the right members are invited, confirmed, and reminded.

• Dispatch pre-event communications to attendees that cover logistics, location details, format expectations, and any necessary information for their preparation.

• Facilitate the inclusion of prospective members at relevant events, collaborating with the BD and Membership teams to identify guests whose participation could lead to community applications.

• Gather post-event feedback from attendees and hosts, summarizing the results into a structured debrief for the Events Director with clear takeaways and recommendations for future cycles.

• Coordinate the logistics for chapter events across various cities, managing city-specific venues, local hosts, and event formats while upholding a consistent MDS standard of quality across all locations.

• Support the squad program with event touchpoints including the coordination of squad-specific gatherings, roundtables, and milestone events that enhance group engagement.

• Maintain a chapter event calendar that keeps the complete schedule of upcoming chapter and squad events visible, organized, and accessible to internal stakeholders.

• Proactively identify capacity, timing, or resource conflicts across the chapter calendar, bringing issues to the Events Director with suggested resolutions before they escalate into day-of problems.

• Collaborate closely with the Events Director on all aspects of event planning, execution, and debriefing, ensuring they remain fully informed and that no surprises arise on event day.

• Work in partnership with the Community, Membership, Marketing, and Partnerships teams to ensure events align with broader organizational objectives and that the appropriate members, prospects, and partners are present at each event.

• Assist the Events Director with major MDS flagship events as needed, contributing your coordination skills to Summits, MDS Days, and other significant gatherings beyond the chapter and squad event calendar.

⛳️ Requirements

• A minimum of 2 years of event coordination or management experience where you were responsible for end-to-end logistics across multiple simultaneous events—not merely supporting someone else's plan.

• Proven ability to manage multiple events and formats concurrently with overlapping timelines, without sacrificing detail or missing deliverables.

• Exceptional organizational skills and meticulous attention to detail. You create checklists, document everything, and do not rely solely on memory for important tasks.

• Outstanding written and verbal communication skills, capable of briefing hosts, crafting clear attendee communications, and updating internal stakeholders proactively.

• Familiarity with project management and coordination tools (e.g., ClickUp, Airtable, Google Workspace, or similar) for tracking event timelines, tasks, and documents.

• A proactive problem-solver who anticipates challenges before they arise and has contingency plans prepared. You present solutions alongside any problems you identify.

• Willingness to travel for in-person event execution while representing MDS with professionalism and care.

• Self-motivated in a remote-first environment, with the discipline to manage a complex event calendar independently and keep stakeholders informed without prompting.

🏝️ Benefits

• Global Work Flexibility: Our ‘office’ is wherever you are—work from home, a café, or while traveling, as long as you’re aligned with Eastern Time for core hours.

• Outcome-Driven Work Culture: We prioritize results over rigid schedules. Manage your day your way, focusing on outcomes, not hours.

• Autonomous Time Management: We trust you to balance work and personal life. We do not track time off; we take company-wide breaks at major holidays and have a monthly Friday off.

• Elite Networking Opportunities: Engage with over 700 leading e-commerce entrepreneurs at the events you coordinate. These are not just work events—they are genuine opportunities to build relationships with some of the most successful founders in the world.

• Exclusive Event Access: Attend and represent MDS at exclusive, high-profile events around the world. These are gateways to new experiences, cultures, and a global professional network.

• Dynamic Community of Innovators: Work inside a world-class e-commerce community and build relationships with a driven, talented team.

• Continuous Professional Development: Grow your event coordination and community-building skills within a fast-evolving organization that runs nearly 100 events per year.

• Impactful Work: The events you coordinate directly shape whether members feel the MDS community is worth their time and investment—and whether prospective members decide to apply. That’s a real and meaningful responsibility.