Events Coordinator

Role Overview

• Own the full event lifecycle for every assigned event, from the initial planning document through post-event wrap-up, across all MDS community event formats including founder socials, boardrooms, roundtables, masterminds, and chapter events.
• Build and maintain event project plans and timelines for each event, tracking every deliverable, deadline, and stakeholder action so nothing is left to chance or memory.
• Coordinate simultaneously across multiple events and locations managing overlapping timelines and formats without losing accuracy or attention to detail on any of them.
• Serve as the primary operational point of contact for each event you manage, the person the Events Director can trust to have every detail handled without needing to check in.
• Source, evaluate, and confirm venues appropriate to the event format, private dining rooms for founder socials, boardroom-style spaces for roundtables, conference setups for masterminds, ensuring the physical environment matches the experience MDS is creating.
• Manage all venue logistics including contracts, A/V and tech requirements, catering coordination, room setup, signage, and day-of contact management.
• Maintain a contingency plan for every event with backup venue options and escalation protocols ready before the event date arrives. When things go wrong, you have already planned for it.
• Track and reconcile event budgets coordinating with the Events Director on cost management and ensuring expenses are logged and reported accurately.
• Brief every event host thoroughly before every event, providing a clear checklist document, format guidance, audience context, timing expectations, and answers to every question they might have on the day.
• Ensure hosts are confident and prepared, not just informed. You follow up, you rehearse if needed, and you confirm readiness before the event, not on the morning of.
• Build and manage a host pipeline for chapter events identifying, onboarding, and preparing MDS members who want to host future events in their cities.
• Develop reusable host briefing templates and checklists for each event format so onboarding a new host is efficient, consistent, and high-quality every time.
• Collect, review, and format all event presentations and materials ensuring they are polished, on-brand, and ready well before the event date, not the morning of.
• Build run-of-show documents for every event covering the full agenda, timing, speaker order, transitions, AV cues, and any contingency notes the host or team needs to execute smoothly.
• Coordinate with the creative team on event materials including name badges, signage, digital assets, and any branded materials needed for each format.
• Maintain a library of event templates, run-of-show formats, and presentation frameworks by event type so the team is not starting from scratch every 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.
• Send pre-event communications to attendees covering logistics, location details, format expectations, and anything they need to show up prepared.
• Coordinate the inclusion of prospective members at relevant events, working with the BD and Membership teams to identify guests whose attendance could lead to community applications.
• Collect post-event feedback from attendees and hosts, synthesizing results into a structured debrief for the Events Director with clear takeaways and improvement recommendations for the next cycle.
• Coordinate the logistics for chapter events across multiple cities managing city-specific venues, local hosts, and event formats while maintaining a consistent MDS standard of quality across all locations.
• Support the squad program with event touchpoints including coordination of squad-specific gatherings, roundtables, and milestone events that deepen group engagement.
• Maintain a chapter event calendar keeping the full schedule of upcoming chapter and squad events visible, organized, and accessible to internal stakeholders.
• Flag capacity, timing, or resource conflicts across the chapter calendar proactively, bringing issues to the Events Director with a proposed resolution before they become day-of problems.
• Work hand in hand with the Events Director on all event planning, execution, and debrief, keeping them fully informed and never creating surprises on event day.
• Coordinate with Community, Membership, Marketing, and Partnerships teams to ensure events are aligned with broader organizational priorities and that the right members, prospects, and partners are present at each event.
• Support the Events Director on larger MDS flagship events as needed—contributing your coordination skills to Summits, MDS Days, and other major gatherings beyond the chapter and squad event calendar.

Requirements

• 2+ years of event coordination or event management experience where you were responsible for end-to-end logistics across multiple simultaneous events—not just supporting someone else’s plan.
• Demonstrated ability to manage multiple events and formats simultaneously with overlapping timelines, without losing detail or dropping deliverables.
• Strong organizational skills and obsessive attention to detail. You build checklists, you document everything, and you do not rely on memory for anything that matters.
• Excellent written and verbal communication skills with the ability to brief hosts, write clear attendee communications, and update internal stakeholders without needing to be prompted.
• Experience with project management and coordination tools (ClickUp, Airtable, Google Workspace, or equivalent) for tracking event timelines, tasks, and documents.
• Proactive problem-solver who anticipates issues before they happen and has a backup plan ready. You do not surface problems without a proposed solution.
• Comfortable traveling for in-person event execution and representing MDS on the ground with professionalism and care.
• Self-directed in a remote-first environment with the discipline to manage a complex event calendar independently and keep stakeholders informed without being chased.

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.