Events & Executive Operations Coordinator
Location: Sarasota, FL (In-Person preferred; remote considered for exceptional candidates)
Department: Operations & Events
Reports to: CEO (with close collaboration with the Director of Operations & Customer Success)
Company: H2K Labs
Company Description
H2K Labs is a revenue innovation and growth acceleration company specializing in empowering the data and information economy—including media, events, data, and marketplace businesses. We combine strategic consulting, modern education, community building, and smart execution to help companies and their teams unlock their fullest commercial potential.
Our flagship executive network, Revenue Room™ CXO, is a professional membership and executive education platform for CEOs and their revenue-critical C-suite leaders. H2K Labs also produces immersive events—including RevvedUP, Revenue Room™ Salons, CEO Boardroom Exchanges, and CXO Core Exchanges—alongside bootcamps, playbooks, and data-driven advisory services.
About the Role
The Events & Executive Operations Coordinator plays a critical role in ensuring the successful execution of H2K Labs' events while providing high-level administrative and operational support to the CEO.
This is a hands-on, fast-paced position responsible for coordinating event logistics, managing executive priorities, organizing communications, and helping ensure the company's day-to-day operations run efficiently. You will serve as a trusted partner to the CEO, supporting scheduling, meetings, travel, project coordination, and follow-up while also leading the operational execution of conferences, executive forums, boardroom exchanges, and member experiences.
This role is ideal for someone who loves bringing order to complexity, thrives in dynamic environments, anticipates needs before they arise, and enjoys supporting executives while delivering exceptional experiences for clients, members, and partners.
As H2K Labs continues to grow, this position offers a clear pathway into Operations Management, Event Leadership, or Executive Operations.
Key Responsibilities
Executive Operations & CEO Support
- Provide proactive day-to-day administrative support to the CEO, helping manage priorities, schedules, communications, and follow-up.
- Manage the CEO's calendar, coordinate meetings, prioritize scheduling requests, and ensure adequate preparation for appointments and events.
- Coordinate domestic travel, accommodations, transportation, itineraries, and meeting logistics.
- Prepare meeting agendas, briefing documents, presentations, reports, spreadsheets, and follow-up action items.
- Monitor executive email and communication channels as directed, helping prioritize requests and ensuring timely responses.
- Track key projects, deadlines, commitments, and strategic initiatives, proactively reminding stakeholders and following up on outstanding action items.
- Maintain confidential files, executive documents, contracts, board materials, and sensitive company information with discretion.
- Coordinate internal leadership meetings, record meeting notes, document decisions, and distribute action items.
- Assist with vendor agreements, invoices, expense tracking, subscriptions, and operational documentation.
- Support special projects, research, presentations, executive correspondence, and operational initiatives as assigned by the CEO.
Event Operations
- Assist in developing and executing comprehensive event operations plans, timelines, production schedules, and run-of-show documents for in-person, hybrid, and virtual events.
- Support site visits, venue evaluations, vendor sourcing, and RFP processes to ensure alignment with event objectives and brand standards.
- Coordinate logistics for conferences, executive retreats, salons, boardroom exchanges, webinars, and member experiences.
- Manage relationships with vendors including AV, catering, décor, signage, transportation, security, photography, entertainment, and production partners.
- Track contracts, deliverables, deadlines, and vendor performance.
- Serve as a primary onsite operations coordinator during events, managing logistics, staffing, setup, attendee flow, and real-time problem solving.
- Coordinate speaker and VIP logistics including travel, accommodations, presentations, green room management, and hospitality.
- Oversee registration systems, attendee communications, badge production, seating, presentation technology, and onsite support.
- Ensure every event reflects H2K Labs' premium brand standards across signage, collateral, digital displays, venue setup, and attendee experience.
- Collaborate with marketing, creative, and programming teams to align event operations with content and brand objectives.
Operations, Systems & Reporting
- Maintain accurate event databases across HubSpot, Clickup, Google Apps, our event tech stack, and other company systems.
- Generate post-event reports tracking registrations, attendance, engagement, survey feedback, budget performance, and operational outcomes.
- Assist with event budgeting by tracking expenses, processing invoices, monitoring approved budgets, and identifying opportunities for cost savings.
- Maintain organized event documentation, vendor files, contracts, checklists, SOPs, templates, and production schedules.
- Support recruitment, onboarding, scheduling, and coordination of temporary staff, volunteers, and contractors.
- Continuously improve operational workflows, documentation, and event processes to increase efficiency and scalability.
What Success Looks Like
- The CEO's calendar, meetings, travel, and priorities are organized, proactive, and well managed.
- Leadership meetings are prepared professionally with agendas, materials, documented action items, and timely follow-up.
- Events are executed on time, on brand, and within budget with minimal operational issues.
- Attendee and speaker satisfaction consistently exceeds 4.2 out of 5.0.
- Vendor relationships are managed proactively with at least 90% of contractual deliverables met.
- Executive projects and operational initiatives stay on schedule because commitments are tracked and followed through.
- Post-event reports are completed within five business days.
- Event and operational records across HubSpot, Accelevents, and Sessionboard remain accurate and current.
- Internal teams view you as a dependable operational partner, while external stakeholders experience exceptional professionalism and responsiveness.
Qualifications
- 3–5 years of experience supporting executives, coordinating events, managing operations, or serving in an executive assistant, operations coordinator, or project coordinator role.
- Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills with confidence interacting with executives, clients, vendors, speakers, and VIP stakeholders.
- Highly proactive with strong judgment, professionalism, and discretion when handling confidential information.
- Excellent follow-through with an ability to anticipate needs and solve problems before they become urgent.
- Comfortable working in a fast-paced entrepreneurial environment where priorities may shift quickly.
- Strong proficiency with Google Workspace, Microsoft Office, Canva, Slack, and presentation software.
- Experience with or willingness to learn HubSpot, Sessionboard, Accelevents, ClickUp, Loom, and other business systems.
- Experience coordinating executive travel, calendars, meetings, and confidential communications preferred.
- Bachelor's degree in Event Management, Hospitality, Business, Communications, or a related field preferred; equivalent professional experience will be considered.
- Must be based in or willing to relocate to the Sarasota, FL area.
Compensation & Benefits
- Base salary: $60,000 - 65,000
- Performance bonus: $6,000–$10,000 upon achievement of defined KPIs, reviewed semi-annually
- On-target earnings: Up to $75,000
- Health insurance stipend or allowance through an ICHRA, providing partial reimbursement of healthcare premiums
- 401(k) with a 4% company match after one year of service
- 10 days of PTO, 10–13 paid company holidays, and 5 sick days
- PTO begins accruing after 90 days
- Access to all H2K Labs executive content, events, bootcamps, and professional development programming
Travel
Approximately 15–25% travel for conferences, executive events, site visits, vendor meetings, and leadership engagements. Flexibility to work occasional evenings and weekends is expected during major events.
H2K Labs is an equal opportunity employer.
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Application Question(s):
- What experience do you have using AI to help you become more efficient in your job ? Please include the tools you use and how you use them.
Education:
Language:
Location:
- Sarasota, FL 34236 (Preferred)
Ability to Commute:
- Sarasota, FL 34236 (Preferred)
Willingness to travel:
Work Location: In person
