Main Street Tour Event Coordinator

Job Summary

Event Execution and Cross-Team Coordination

As 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. These events deliver meaningful value for small business owners while achieving measurable results for Hello Alice and our enterprise partners.

This is a frontline execution role. You will serve as the on-site point of contact for participants, speakers, vendors, and internal stakeholders — ensuring every event runs with precision, energy, and purpose. You will work closely with the Program Management Team to understand the strategic intent behind each event and translate that into flawless on-the-ground delivery.

This position requires someone who is technically proficient, operationally sharp, and comfortable working in a fast-moving, tool-heavy environment. Hello Alice operates in an agile sprint model and uses Slack, Jira, Confluence, and AI-powered workflows as core parts of how work gets done. You will be expected to navigate these systems independently and communicate proactively across a remote team.

This position reports to the Chief Product and Technology Officer and works closely with the Program Management and Marketing teams.

Contractor shall provide full event coordination and facilitation for the following scheduled events:

Event	Location	Timing
Tour Stop 2	Houston, TX	Q2 2026 (date TBD)
Tour Stop 3	Miami, FL	Q3 2026 (date TBD)
Tour Stop 4	New York, NY	September/October 2026
Tour Stop 5	Washington DC	(November/December)

 

Key Responsibilities

Live Event Execution & Facilitation

1. Lead all day-of coordination including venue setup, AV management, registration, and real-time troubleshooting to ensure smooth event operations.
2. Manage speaker logistics during events: pre-event briefings, technical checks, timing, and seamless transitions between sessions.
3. Facilitate on-stage event activations including panels, workshops, accelerator sessions, and other program components as defined by the event agenda.
4. Moderate Q&A sessions, manage audience dynamics, and maintain event flow to maximize participant engagement and value.
5. Anticipate and resolve unexpected challenges quickly, making on-the-spot decisions to protect event quality and participant experience.
6. Ensure all attendees have positive, actionable experiences through proactive engagement and responsive support throughout the event.

Pre-Event Coordination

• 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.

Post-Event Reporting and Follow-Through

• 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.
• Complete post-event documentation and task closeout in project systems in a timely manner.
• Supporting analysis of participant outcomes and engagement metrics
• Contributing insights to optimize future event strategies

Cross-Functional Collaboration

• Work 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 Experience

• 5+ 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 Qualifications

• Familiarity 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 Terms

• Project-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.

Term

The term of this Agreement shall be April 15, 2026  to December 31, 2026. 

 Compensation

$40,000 ($10,000 per event)