Main Street Tour Event Coordinator

Job SummaryEvent Execution and Cross-Team CoordinationAs a Contract In-Person Event Facilitator, you will be responsible for the coordination, execution, and on-site facilitation of Hello Alice's high-impact live events. Event Key ResponsibilitiesLive Event Execution & FacilitationLead 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.Pre-Event CoordinationCollaborate 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.Post-Event Reporting and Follow-ThroughConduct 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.Complete post-event documentation and task closeout in project systems in a timely manner.Supporting analysis of participant outcomes and engagement metricsContributing insights to optimize future event strategiesCross-Functional CollaborationWork closely with Program Managers to stay aligned on event strategy, messaging, and stakeholder expectations at each event stop.Collaborate with Marketing on event materials, signage, and follow-up communications to ensure brand consistency.Provide seamless support for internal stakeholders, executives, and enterprise partners attending events to ensure their experience reflects Hello Alice's standards.Required Skills and Experience5+ years of hands-on experience in live event production and management, with demonstrated success executing events for 50+ participants.Proven ability to facilitate on-stage event programming — panels, workshops, Q&A, and audience-facing activations — with poise and professionalism.Strong project coordination skills with demonstrated ability to manage concurrent activities, timelines, and stakeholders without dropping details.Solid technical proficiency: comfortable navigating project management tools (Jira or equivalent), communication platforms (Slack), documentation systems (Confluence or equivalent), and AI-powered productivity tools. This is a tool-heavy team and independent navigation of digital systems is a baseline expectation.Experience with event management platforms, registration systems, and standard AV requirements for live events.Exceptional verbal and written communication skills, with the ability to represent Hello Alice professionally in front of executives, entrepreneurs, speakers, and vendors under pressure.Demonstrated ability to work autonomously as a remote team member while maintaining proactive communication and meeting deadlines.Willingness and ability to travel to all four event locations across the United States, with flexibility for varying schedules and extended event days.Proven composure and problem-solving ability in dynamic, high-pressure live event environments.Preferred QualificationsFamiliarity with entrepreneurship support networks, small business challenges, and the unique dynamics of events serving diverse business owners.Experience facilitating or coordinating events attended by C-suite executives, investors, or enterprise partners.Understanding of business accelerator models, entrepreneurship education, or community-based programming.Experience supporting event content development including agenda design, workshop structure, or speaker preparation.Background working within agile or sprint-based team environments.Contract TermsProject-based engagement tied to the four scheduled Hello Alice live events listed above.All travel and approved event-related expenses are reimbursed by Hello Alice, separate from contract compensation.Extended hours during events and flexibility around pre- and post-event preparation are expected.Performance will be evaluated based on event execution quality, participant satisfaction, stakeholder feedback, and timely completion of pre- and post-event responsibilities.Cancellation and scope change terms will be defined in the executed contract agreement.TermThe term of this Agreement shall be April 15, 2026 to December 31, 2026. With a community of 1.5 million business owners in all 50 states and across the globe, Hello Alice is building the largest network of owners in the country while tracking data and trends to increase the success rate for entrepreneurs.