• Lead all day-of coordination including venue setup, AV management, registration, and real-time troubleshooting to ensure smooth event operations. • Manage speaker logistics during events: pre-event briefings, technical checks, timing, and seamless transitions between sessions. • Facilitate on-stage event activations including panels, workshops, accelerator sessions, and other program components as defined by the event agenda. • Moderate Q&A sessions, manage audience dynamics, and maintain event flow to maximize participant engagement and value. • Anticipate and resolve unexpected challenges quickly, making on-the-spot decisions to protect event quality and participant experience. • Ensure all attendees have positive, actionable experiences through proactive engagement and responsive support throughout the event. • Collaborate with Program Managers and the Marketing team on pre-event logistics, material preparation, run-of-show development, and participant communications. • Coordinate with external vendors, venue staff, and service providers to confirm logistics and surface and resolve issues before they become day-of problems. • Participate in pre-event planning conversations to ensure full understanding of the strategic goals, audience profile, and partner expectations for each event. • Manage tasks, timelines, and communications through Hello Alice's project systems (Jira, Confluence, Slack) to maintain visibility across the team. • Conduct post-event feedback collection and compile participant insights and engagement data. • Contribute to event debrief conversations with observations on what worked, what didn't, and recommendations for future execution.

• Lead logistical pre-event planning, onsite execution and post event wrap-up • Negotiate contracts for hotels, venues and vendors • Plan, select and manage all food and beverage for events • Source and oversee vendors for production and audio-visual elements • Develop and manage project timelines and action plans • Interface with internal marketing teams and external vendors • Produce pre-event communications and post-event analysis • Manage registration and logistics for events • Coordinate senior management approval for conference nominations • Evaluate and update SOPs around event activities • Manage planning meetings with cross-functional teams

Role Description The Sports & Events Coordination Assistant supports clients and internal teams by assisting with scheduling, reservations, and logistical coordination related to sports and event experiences. This role is ideal for individuals who are organized, detail-oriented, and enjoy working behind the scenes to help events come together smoothly. This position is administrative and support-focused, centered on coordination rather than sales. - Assist with coordination of event-related scheduling and reservation requests - Communicate with clients to confirm details, timelines, and updates - Maintain accurate records, calendars, and coordination documentation - Support event logistics by tracking confirmations and changes - Respond to client inquiries in a professional and timely manner - Follow established workflows and quality standards - Collaborate with internal team members to support daily operations Qualifications - Strong organizational and time-management skills - Clear written and verbal communication abilities - High attention to detail and accuracy - Comfortable working independently in a remote environment - Basic computer proficiency and willingness to learn new systems - Reliable, professional, and service-oriented - Previous experience in event coordination, sports administration, customer service, hospitality, or administrative support is helpful but not required. Benefits - Remote work flexibility - Structured and supportive environment - Clear processes and expectations - Opportunity to develop coordination and event-support skills Company Description We are a coordination-focused services company supporting clients with event-related planning, scheduling, and reservation logistics. We work with a variety of experiences including sporting events, group gatherings, and special occasions, emphasizing organization, communication, and a high-quality client experience.

• Coordinate logistics for in-person events, including catering, A/V, facilities, swag, and print materials. • Source and manage vendors to support event production. • Attend and support events on-site to ensure seamless execution and resolve issues in real time. • Draft and deploy invitations, confirmations, reminders, and post-event follow-ups across email, landing pages, and other channels. • Schedule and manage prep calls with speakers and partners. • Oversee ongoing communications to ensure stakeholders remain aligned and prepared. • Track and report on event performance, including registration, attendance, attendee feedback, and budget reconciliation. • Provide recommendations to optimize future events and improve ROI.