GB Events Operations Coordinator

GB Events Operations Coordinator

About the Role

GB Events (GBE) is looking for a highly organized, proactive, and execution-focused Operations Coordinator to help transform plans, decisions, and event strategies into organized and successful execution.

This position will play an important role in coordinating the day-to-day operational activities behind GBE projects and events, ensuring that people know what needs to happen, responsibilities are clear, deadlines remain visible, dependencies are addressed, and commitments move forward.

The GBE Operations Coordinator will serve as an important connection point between GBE leadership and the different teams involved in our initiatives, collaborating with departments such as Marketing, Finance, IT, Customer Service, and Operations.

This is a role for someone who enjoys bringing structure to moving pieces.

The ideal candidate is comfortable managing multiple initiatives simultaneously, following up with different stakeholders, identifying risks before they become problems, organizing information, and translating decisions into clear next actions.

Success in this role is not simply about keeping a task list updated. It is about helping GBE operate with greater clarity, accountability, visibility, consistency, and execution.

Purpose of the Position

Ensure that GBE projects, events, and operational initiatives move from planning to execution in an organized, timely, and accountable manner.

The GBE Operations Coordinator helps connect people, priorities, deadlines, information, and dependencies so that projects continue moving forward and GBE leadership has clear visibility into progress, risks, and next steps.

Key Responsibilities

Project & Operational Coordination

• Coordinate day-to-day operational activities across GBE projects, events, and initiatives.
• Maintain visibility over project timelines, milestones, responsibilities, deadlines, and deliverables.
• Translate decisions and discussions into clear action items, owners, deadlines, and follow-ups.
• Follow up proactively with team members and departments on outstanding commitments and deliverables.
• Help ensure responsibilities, priorities, and next steps are clearly communicated and understood.
• Maintain project information, tasks, deadlines, and statuses accurately updated in the company's project management tools.
• Support the collection and organization of project requirements and information from different stakeholders.
• Help ensure deliverables meet agreed requirements and deadlines.

Event Operations

• Support the planning, preparation, coordination, execution, and post-event activities of GBE events.
• Help organize operational timelines, checklists, requirements, responsibilities, and dependencies associated with events.
• Coordinate event-related information between GBE and participating departments.
• Follow up on pre-event deliverables to ensure operational readiness.
• Support operational coordination during event periods when required.
• Help coordinate post-event follow-ups, outstanding actions, documentation, and lessons learned.

Cross-Functional Coordination

• Serve as an operational connection point between GBE and departments involved in GBE initiatives.
• Coordinate communication and information flow with teams such as Marketing, Finance, IT, Customer Service, and Operations.
• Ensure departments receive the information, requirements, and timelines necessary to complete their responsibilities.
• Identify cross-functional dependencies and follow up with the appropriate owners.
• Coordinate meetings when necessary and ensure decisions are converted into documented actions and follow-ups.
• Keep stakeholders informed about relevant changes, priorities, risks, and deadlines.

Risk, Deadline & Dependency Management

• Monitor projects and events for potential blockers, risks, delays, and dependencies.
• Identify potential issues early and communicate or escalate them before they become last-minute problems.
• Follow up on overdue or at-risk deliverables.
• Help GBE leadership maintain visibility into project status, outstanding decisions, and critical dependencies.
• Support prioritization when multiple operational demands compete for attention.

Processes & Continuous Improvement

• Support the implementation and maintenance of GBE operational processes, routines, workflows, and checklists.
• Maintain project and operational documentation organized, current, and accessible.
• Identify opportunities to simplify workflows and improve operational efficiency.
• Help standardize repeatable activities so successful processes can be replicated across future projects and events.
• Capture lessons learned following projects and events.
• Help transform lessons learned into practical improvements for future initiatives.

Key Performance Indicators – KPIs

Performance should focus on execution, visibility, accountability, and operational readiness, rather than simply the volume of tasks completed.

Core KPIs may include:

1. On-Time Deliverables Rate
Percentage of assigned project and event deliverables completed by the agreed deadline.

2. Milestone Completion Rate
Percentage of key project/event milestones completed according to the established timeline.

3. Project Management Accuracy
Percentage of active GBE projects with current owners, deadlines, status, dependencies, and next actions accurately documented.

4. Follow-Up Completion Rate
Percentage of assigned follow-ups and action items completed or appropriately escalated within the agreed timeframe.

5. Event Readiness Rate
Percentage of critical operational requirements completed by established pre-event deadlines.

6. Risk & Blocker Management
Percentage of material risks, delays, or dependencies identified and communicated before they become critical issues.

7. Post-Event Closeout Rate
Percentage of events with required post-event actions, documentation, and lessons learned completed within the established timeframe.

8. Process Documentation & Improvement
Completion and maintenance of required operational SOPs, checklists, workflows, and documented improvements.

Specific targets for these KPIs should be established after reviewing GBE's historical performance, event calendar, project volume, and operational priorities.

What Success Looks Like

Success in this position means:

• GBE projects and events have clear ownership, next steps, deadlines, and follow-ups.
• Leadership can quickly understand where projects stand without having to chase individual updates.
• Deadlines and important dependencies are visible and actively coordinated.
• Cross-functional teams receive the information they need to complete their responsibilities.
• Team members understand what they own and when it is expected.
• Potential blockers, risks, and delays are identified early instead of becoming last-minute emergencies.
• Project boards and operational information remain accurate and up to date.
• Events are operationally prepared according to established timelines and requirements.
• Decisions consistently become documented actions with clear ownership.
• Operational processes become increasingly organized, documented, repeatable, and scalable.
• Lessons learned from previous events translate into better execution in future events.
• Routine follow-ups increasingly happen without requiring intervention from GBE leadership.

Ultimately, success means that GBE leadership spends less time chasing execution and more time leading the business.

Required Qualifications

• 3+ years of professional experience in operations coordination, project coordination, event coordination, project management support, or a related role.
• Demonstrated experience coordinating multiple projects, priorities, deadlines, or stakeholders simultaneously.
• Strong organizational and planning capabilities.
• Excellent follow-up skills and attention to detail.
• Strong sense of ownership and accountability.
• Ability to translate discussions and decisions into clear action plans.
• Ability to identify dependencies, risks, blockers, and potential delays.
• Strong professional communication skills.
• Ability to communicate effectively with different departments, stakeholders, and levels of leadership.
• Ability to prioritize work based on urgency, importance, and business impact.
• Strong problem-solving mindset.
• Comfortable working with project management and collaboration platforms.
• Ability to maintain organized and accurate project documentation.
• Ability to work independently and maintain accountability in a remote environment.
• Comfortable operating in a fast-moving environment where priorities may evolve.
• Professional working proficiency in both Portuguese and English.

Preferred Qualifications

• Previous experience supporting events or event-related operations.
• Experience coordinating projects involving several departments or external stakeholders.
• Experience with project management methodologies and practices.
• Knowledge of PMI concepts and project management fundamentals.
• Experience with project management platforms such as Monday.com or similar tools.
• Experience building or maintaining project plans, workflows, SOPs, checklists, and operational documentation.
• Experience working with cross-functional and international teams.
• Familiarity with predictive, agile, or hybrid project environments is a plus.
• Experience working with organizations operating across Brazil and the United States is a plus.

Ideal Profile

We are looking for someone who:

• Is naturally organized and enjoys bringing structure to moving pieces.
• Takes ownership instead of waiting to be reminded.
• Is comfortable respectfully asking people for updates and keeping commitments visible.
• Does not allow important follow-ups to disappear after meetings.
• Can distinguish between what is urgent, what is important, and what can wait.
• Thinks ahead and asks, “What could prevent this from being completed?”
• Communicates clearly, professionally, and objectively.
• Is comfortable working with different personalities, departments, and cultures.
• Looks for solutions when encountering blockers.
• Pays attention to details while still understanding the bigger picture.
• Can connect activities across different departments and understand how one delay may affect another.
• Enjoys creating order, improving processes, and making work easier to execute.
• Is comfortable working behind the scenes to help events and projects succeed.
• Takes pride in making sure commitments actually turn into results.

Work Structure

• Remote position based in Brazil.
• Contractor / PJ arrangement.
• Position within GB Events (GBE).
• Regular collaboration with teams and stakeholders in Brazil, the United States, and other regions.
• Remote day-to-day work with ongoing communication and coordination across departments.
• Availability to support GBE events and event-related activities when required.
• Ability to collaborate across relevant international time zones when necessary.

Why This Role Matters

Great events are not created only on event day.

They are built through hundreds of commitments, decisions, deadlines, dependencies, conversations, and details that need to come together at the right time.

The GBE Operations Coordinator helps make that happen.

This person brings structure to complexity, creates visibility where information could otherwise become fragmented, keeps commitments moving, identifies problems early, and helps different teams operate as one coordinated organization.

If you are someone who naturally sees what needs to happen next, enjoys bringing order to complex projects, takes ownership of follow-ups, and gets satisfaction from seeing a plan successfully become reality, we would like to hear from you.

***Please! Send us your resumé/curriculum and cover letter in English!