Events Operations Coordinator at HighLevel

Job description

About Us HighLevel is a cloud-based, all-in-one white-label marketing and sales platform that empowers marketing agencies, entrepreneurs, and businesses to elevate their digital presence and drive growth. We are proud to support a global and growing community of over 2 million businesses, from marketing agencies to entrepreneurs to small businesses and beyond. Our platform empowers users across industries to streamline operations, drive growth, and crush their goals. HighLevel processes over 15 billion API hits and handles more than 2.5 billion message events every day. Our platform manages 470 terabytes of data distributed across five databases, operates with a network of over 250 microservices, and supports over 1 million domain names. Our People With over 1,500 team members across 15+ countries, we operate in a global, remote-first environment. We are building more than software; we are building a global community rooted in creativity, collaboration, and impact. We take pride in cultivating a culture where innovation thrives, ideas are celebrated, and people come first, no matter where they call home. Our Impact Every month, our platform powers over 1.5 billion messages, helps generate over 200 million leads, and facilitates over 20 million conversations for the more than 2 million businesses we serve. Behind those numbers are real people growing their companies, connecting with customers, and making their mark - and we get to help make that happen. Learn more about us on our YouTube Channel or Blog Posts Who You Are: You are a highly organized, detail-oriented, and proactive individual who thrives in fast-paced, collaborative environments. You bring a strong “get it done” mindset, balancing multiple priorities with professionalism, adaptability, and follow-through. Comfortable learning new systems and navigating shifting needs, you take ownership and approach challenges with a solutions-first attitude. You’re energized by logistics, coordination, and creating seamless experiences—whether supporting events, managing swag and inventory, coordinating travel, or partnering with cross-functional teams. With clear communication and a collaborative spirit, you help bring HighLevel’s events, culture, and internal experiences to life while representing the brand with enthusiasm and care. What You’ll Bring: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 2+ years of experience in event coordination, logistics, operations, or administrative support roles. Strong organizational skills and a detail-oriented, follow-through mindset. Proficiency with tools like Google Workspace, ClickUp, and spreadsheet, and comfort with learning new platforms and navigating multiple systems. Excellent communication and collaboration skills across departments. Adaptability and resilience when navigating shifting priorities. Must be proactive, accountable, eager to learn, and ready for challenges. Discretion and professionalism when handling sensitive information. Bring a collaborative mindset and a proactive, can-do attitude to every interaction. This role requires representing HighLevel with professionalism and enthusiasm at in-person events. What You’ll Be Doing: Own swag and event kit operations, including inventory tracking, audits, fulfillment, restocking, expense tracking, and continuous process improvements. Manage shipping and logistics for events and internal requests, ensuring timely preparation, coordination, and delivery of all materials. Support on-site event execution, including setup and teardown of materials, vendor coordination, and hands-on logistical support. Collaborate cross-functionally with Events, People Ops, Affiliate, Marketing, Communications, and Operations to execute internal activations and event logistics. Maintain internal SOPs, trackers, dashboards, and reporting to ensure visibility, accuracy, and consistency. Provide light office and administrative support, including supply management, vendor communication, receiving incoming deliveries, visitor support, and acting as a backup for Freshdesk inquiries. Assist with storage planning and organization for the Dallas office in partnership with the events team. Maintain flexibility to work in the Dallas office five days a week, with schedules adjusting based on the events calendar. Serve as a backup to the Office Administrator during breaks, absences, or schedule changes, providing front desk coverage, visitor assistance, and general administrative support to ensure smooth daily office operations. Provide operational and logistical support for HighLevel’s Chapter and Education programs, including coordinating materials, swag, shipping, fulfillment, and other program needs to ensure seamless execution. Experience/Education/Certifications Required: Must be available to work and attend in-person or virtual meetings during regular business hours (Monday through Friday, 9:00 am - 5:00 pm CST). Work availability, hours, and days will change when attending events. Bachelor’s degree or equivalent experience in Business Administration, Operations, Hospitality, or related fields. Experience with shipping logistics, inventory tracking, and travel coordination preferred. Familiarity with vendor management, budgeting, or office operations is a plus. Strong organizational and project management skills, with the ability to manage multiple projects simultaneously. Proven ability to work independently when needed. Demonstrated approach to problem-solving and conflict management. Excellent verbal and written communication skills. Ability to lift and move event supplies and equipment as needed. EEO Statement: The company is an Equal Opportunity Employer. As an employer subject to affirmative action regulations, we invite you to voluntarily provide the following demographic information. This information is used solely for compliance with government recordkeeping, reporting, and other legal requirements. Providing this information is voluntary and refusal to do so will not affect your application status. This data will be kept separate from your application and will not be used in the hiring decision. We encourage you to review our Privacy Policy before submitting your application

Requirements

Must-haves

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
2+ years of experience in event coordination, logistics, operations, or administrative support roles.
Strong organizational skills and a detail-oriented, follow-through mindset.
Proficiency with tools like Google Workspace, ClickUp, and spreadsheet, and comfort with learning new platforms and navigating multiple systems.
Excellent communication and collaboration skills across departments.
Adaptability and resilience when navigating shifting priorities.
Must be proactive, accountable, eager to learn, and ready for challenges.
Discretion and professionalism when handling sensitive information.
Bring a collaborative mindset and a proactive, can-do attitude to every interaction. This role requires representing HighLevel with professionalism and enthusiasm at in-person events.
Own swag and event kit operations, including inventory tracking, audits, fulfillment, restocking, expense tracking, and continuous process improvements.
Manage shipping and logistics for events and internal requests, ensuring timely preparation, coordination, and delivery of all materials.
Support on-site event execution, including setup and teardown of materials, vendor coordination, and hands-on logistical support.
Collaborate cross-functionally with Events, People Ops, Affiliate, Marketing, Communications, and Operations to execute internal activations and event logistics.
Maintain internal SOPs, trackers, dashboards, and reporting to ensure visibility, accuracy, and consistency.
Provide light office and administrative support, including supply management, vendor communication, receiving incoming deliveries, visitor support, and acting as a backup for Freshdesk inquiries.
Assist with storage planning and organization for the Dallas office in partnership with the events team.
Maintain flexibility to work in the Dallas office five days a week, with schedules adjusting based on the events calendar.
Serve as a backup to the Office Administrator during breaks, absences, or schedule changes, providing front desk coverage, visitor assistance, and general administrative support to ensure smooth daily office operations.
Provide operational and logistical support for HighLevel’s Chapter and Education programs, including coordinating materials, swag, shipping, fulfillment, and other program needs to ensure seamless execution.
Must be available to work and attend in-person or virtual meetings during regular business hours (Monday through Friday, 9:00 am - 5:00 pm CST). Work availability, hours, and days will change when attending events.
Bachelor’s degree or equivalent experience in Business Administration, Operations, Hospitality, or related fields.
Strong organizational and project management skills, with the ability to manage multiple projects simultaneously.

Nice-to-haves

Experience with shipping logistics, inventory tracking, and travel coordination preferred.
Familiarity with vendor management, budgeting, or office operations is a plus.

Application prep

Use the role’s language and application details while tailoring your materials.

Keywords to mirror

api

Platform: lever
Effort: quick